Administrative Assistant

Job Overview
We are seeking a highly organized and proactive Administrative Assistant to support daily operations, client management, and cross-team coordination. This role requires excellent communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Client & Account Management
• Manage and maintain relationships with recurring clients, ensuring high levels of service and satisfaction

Sales & Business Development

• Engage with new and existing clients to identify service needs and close sales opportunities
• Support sales efforts for specialized services, including termite jobs and environmental assessments
• Respond to inbound inquiries from multiple communication channels

Scheduling & Operations Support

• Coordinate and manage daily service routes and technician schedules
• Schedule appointments for inspections and services, including mold and lead inspections
• Arrange emergency service requests as needed
• Assist in coordinating technician resources across teams

Team & Administrative Support

• Provide operational support to leadership as needed
• Assist in managing and supporting the Chinese CSR team
• Create, update, and maintain training materials for team members
• Manage and resolve service tickets through CRM systems (e.g., HubSpot)

Reporting & Compliance

• Prepare and compile reports, including XRF and Local Law filings
• Support compliance-related processes such as Local Law 69 and Local Law 55 requirements
• Track and manage recurring compliance clients

Billing & Invoicing

• Generate and send invoices to clients
• Track payments and follow up on outstanding balances
• Occasionally coordinate in-person payment collection when required

Cross-Team Coordination

• Facilitate communication between internal teams to ensure seamless service delivery
• Coordinate resource sharing and job support between departments
• Act as the primary liaison between clients, schedulers, and technicians
• Handle client communications via phone, email, and occasional in-person interactions
• Address billing inquiries and follow up on past-due invoices
• Maintain detailed records of client interactions and outstanding balances

Skills

• Proven experience in office administration or clerical roles with strong organizational skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets), and basic computer literacy.
• Excellent phone etiquette with experience managing multi-line phone systems and providing customer service.
• Bilingual abilities are highly desirable to communicate effectively with diverse clients and staff.(mandarin/cantonese preferably)
• Strong typing skills with attention to detail for accurate data entry and proofreading tasks.
• Knowledge of office management procedures including filing systems, calendar management, and office supply inventory.
• Experience in medical or dental receptionist roles or personal assistant positions is a plus but not required. Join us to be part of a vibrant team where your organizational talents will shine! We value proactive individuals who thrive in fast-paced environments and are eager to contribute their skills toward creating an efficient and welcoming office atmosphere.

Pay: $22.00 - $30.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Work Location: In person