Administrative Assistant

Generator Supercenter of Western Mass•West Springfield, MA

41d•Onsite

About The Position

The Administrative Assistant plays a vital role in our business. As the first point of contact for our company, you must warmly welcome our customers and understand our products. You will also support our construction and installation operations. This position is responsible for managing daily job schedules, coordinating materials, tracking project progress, and supporting subcontractors and permit workflows. You'll work closely with construction superintendents, project managers, subcontractors, and vendors to ensure timely project completion and smooth operations.

Requirements

High school diploma or GED required; associate degree or trade school certification a plus
Previous experience in scheduling, construction coordination, project administration, or electrical service coordination
Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, Project)
Experience with work order systems and documentation control tools
Excellent communication, organization, and multitasking skills
Strong attention to detail and ability to meet deadlines in a fast-paced environment
Motivated self-starter with strong interpersonal skills
Experience coordinating with subcontractors, vendors, and inspectors

Nice To Haves

Knowledge of residential or commercial generator installation processes
Construction industry experience, particularly in electrical or energy services
Familiarity with permitting and inspection coordination
Familiarity with electrical systems (AC/DC)
Marketing experience - bring new ideas

Responsibilities

Answering incoming phone calls and making outbound calls when necessary
Creating and maintaining daily and weekly sales schedules for sales staff
Creating and maintaining daily and weekly construction and installation schedules based on field and project management inputs
Coordinating subcontractor activities and material deliveries to align with project timelines
Scheduling inspections, permitting appointments, and commissioning activities
Monitoring project progress and adjust schedules as needed to meet deadlines
Helping manage and track marketing
Setting up new jobs and ensuring proper documentation is uploaded and maintained
Assisting in preparing change orders, payment applications, and subcontractor agreements
Ensuring site documentation, permit, and task lists are up to date and completed
Submitting permit applications
Helping manage close-out procedures for completed projects, including permit resolution and task list sign-off
Participating in regular project meetings to review progress, identify delays, and resolve scheduling conflicts
Maintaining clear, professional communication with all internal and external stakeholders
Supporting vendor negotiations and assist with estimating during the bid process
Providing administrative support to project and construction teams as needed
Communicating with customers on status and projected timelines
Making outbound calls to set sales appointments
Ensuring the reception area is tidy and presentable, with all necessary stationery and material (e.g., brochures, forms)
Performing other clerical receptionist duties such as filing, photocopying, transcribing, and faxing