What are the responsibilities and job description for the Administrative Secretary position at AB Hires and Consulting?
A leading provider of mold detection and environmental services based in Brooklyn, NY is seeking a detail-oriented and organized Administrative Secretary to join their team. The ideal candidate will be a strong multitasker with excellent communication skills, capable of managing schedules, invoicing, and fostering smooth interactions between landlords, field workers, and supervisors.
Responsibilities:
- Scheduling & Coordination:
- Coordinate and finalize schedules for field workers and supervisors to ensure timely service delivery.
- Communicate effectively with landlords to arrange appointments and provide updates.
- Act as a liaison between field workers, supervisors, and landlords to resolve scheduling conflicts and provide support.
- Administrative Support:
- Prepare and send proposals to clients, ensuring accuracy and timely delivery.
- Manage light QuickBooks Online tasks, including creating and sending invoices.
- Maintain accurate records of appointments, invoices, and correspondence.
- Communication & Customer Service:
- Handle incoming calls and emails, providing professional and courteous assistance to clients, landlords, and team members.
- Address client inquiries regarding scheduling, services, or billing with a focus on problem-solving and client satisfaction.
- Office Organization:
- Keep the office organized by managing files, supplies, and ensuring smooth day-to-day operations.
- Assist with other administrative tasks as needed to support the team.
Qualifications:
- Proven experience in a secretarial, administrative, or coordination role, preferably in a service-oriented industry.
- Must be a notary public or open to obtaining certification (reimbursement provided by the company).
- Experience with QuickBooks Online preferred.
- Strong multitasking abilities and attention to detail.
- Excellent verbal and written communication skills.
- Ability to interact professionally with landlords, clients, and team members.
- Familiarity with mold detection or environmental services is a plus but not required.