Administrative Assistant Job Overview

The Administrative Assistant supports the daily operations of Ferraro’s Painting and Restoration coordinating customer communications, scheduling estimates, maintaining company records, and providing administrative support to management and production teams.

This position requires a highly organized, detail-oriented individual who can manage multiple priorities, communicate professionally with customers and employees, and take ownership of assigned responsibilities in a fast-paced contracting environment.

The ideal candidate is proactive, dependable, and comfortable working independently while collaborating with multiple departments.

Key Responsibilities including but not limited to:

1. Customer Service and Communication

· Answer and direct phone calls and emails professionally.

· Assist customers with inquiries and follow-ups.

· Maintain accurate customer information and estimate records.

· Schedule estimates and coordinate appointments with the sales team.

· Prepare, send, and follow up on estimates.

· Ensure customer inquiries and estimate requests receive timely responses.

2. Administrative and Office Coordination

· Facilitate the onboarding process for new employees, including collection of required paperwork, maintenance of personnel records, and coordination of onboarding activities.

· Maintain organized and confidential employee documentation.

· Maintain accurate records of purchase orders, receipts, and job-related expenses.

· Coordinate with the Office Manager and bookkeeping team on administrative accounting tasks.

· Coordinate office supply inventory.

· Maintain an organized, professional, and welcoming office environment.

3. Support for Leadership and Production

· Assist the production team with scheduling, job documentation, and customer communication.

· Maintain accurate project records and ensure required documentation is organized and accessible.

· Communicate schedule changes, customer requests, and project updates to the appropriate team members.

· Assist with coordinating materials, deliveries, and other project-related administrative needs.

· Assist ownership and management with administrative tasks as needed.

Qualifications and Skills

· Proficiency in Microsoft Office, particularly Outlook, Word, and Excel.

· Strong organizational skills and attention to detail.

· Excellent written and verbal communication skills.

· Ability to multitask and prioritize tasks efficiently.

Spanish speaking preferred, not required.

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