Administrative Assistant at Leone Plumbing & Heating Inc – Rochester, New York

About the Role:

The Administrative Assistant plays a crucial role in ensuring the smooth and efficient operation of the office by providing comprehensive administrative support to the team. This position is responsible for managing customer scheduling, coordinating service work, and handling Technician schedules to optimize time management and organizational effectiveness. The role requires maintaining accurate records and managing multi-line phone systems to facilitate clear and professional communication both internally and externally. The Administrative Assistant acts as a key point of contact, supporting various clerical tasks that contribute to the overall productivity of the office environment. Ultimately, this position enables leadership and staff to focus on their core responsibilities by managing essential administrative functions with precision and professionalism.

Responsibilities:

• Perform general clerical duties such as filing, data entry, document preparation, and records management to maintain organized office operations.
• Service Dispatching & Job Coordination

• Workflow & Job Queue Management

• Customer & Technician Communication

• Project & Installation Tracking

• CRM / Customer Management Software

• Microsoft Excel & Reporting

• Scheduling & Resource Allocation

• Cost Estimating Support

• Vendor Coordination

• Ability to multitask

• Documentation & Scope Management

• Completion Reporting

Minimum Qualifications:

• High school diploma or equivalent required; associate degree or higher preferred.
• Proven experience in an administrative or office support role, demonstrating proficiency in calendar management and travel coordination.
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
• Excellent verbal and written communication skills.
• Proficiency with standard office software such as Microsoft Office Suite (Word, Excel, Outlook).

Preferred Qualifications:

• Experience working in a fast-paced professional environment.
• Familiarity with records management systems and office equipment.
• Ability to handle confidential information with discretion and professionalism.
• Knowledge of project management tools or software.
• Additional language skills or experience supporting remote or distributed teams.

Skills:

The required skills such as general administrative abilities and calendar management are essential for organizing daily schedules and ensuring meetings and appointments are efficiently planned. Maintaining schedule and arranging service work require attention to detail and strong coordination skills to avoid conflicts and maximize productivity. General clerical skills and records management are used daily to keep the office organized and ensure that important documents are accessible and properly filed. Handling multi-line phone systems and travel arrangements demands excellent communication and multitasking capabilities to manage inquiries and logistics smoothly. Preferred skills like familiarity with records management systems and project management tools enhance the ability to support complex workflows and contribute to a more streamlined office environment.