Adminstrative Director

Access Community Capital • Las Vegas, NV

13d • $50,000 - $60,000 • Onsite

About The Position

The Administrative Director is the operational heartbeat of George D. Lewis Company. This role combines traditional office management with forward-thinking technology leadership. You will master our current systems (QuickBooks, manual scheduling, relationship-focused customer service) while leading the transition to modern cloud-based platforms for CRM, accounting, and scheduling. You must be equally comfortable answering phones with a warm, personal touch and implementing software solutions that scale our business. This position requires someone who values relationships but embraces technology—someone who can preserve what works while improving what needs to change.

Requirements

• Minimum 3-5 years of office management or administrative leadership experience
• Strong customer service background with proven relationship-building skills
• Proficiency with QuickBooks (Desktop or Online) for invoicing, AR, and basic reporting
• Excellent phone skills and professional communication (verbal and written)
• Experience with scheduling, dispatch, or field service coordination
• Strong organizational skills and attention to detail
• Ability to multitask and prioritize in fast-paced environment
• Comfortable with technology and learning new software platforms
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Relationship-focused: Genuinely enjoys talking with customers and building connections
• Tech-savvy with a heart: Embraces modern tools but never loses the personal touch
• Adaptable: Comfortable with current manual systems AND excited about digital transformation
• Detail-oriented: Meticulously documents customer interactions and maintains accurate records
• Problem-solver: Resourceful, proactive, and solution-oriented
• Dependable: Reliable, punctual, and takes ownership of responsibilities
• Positive attitude: Friendly, professional, and represents company values in every interaction

Nice To Haves

• Experience in service-based business (HVAC, plumbing, electrical, construction)
• Familiarity with field service management software (ServiceTitan, Housecall Pro, Jobber, etc.)
• Experience implementing new software systems or leading technology transitions
• Knowledge of refrigeration or commercial kitchen equipment industry
• Previous experience in Las Vegas hospitality, healthcare, or casino industries
• Bilingual (English/Spanish) capabilities
• Basic understanding of refrigeration or HVAC terminology

Responsibilities

• Answer all incoming calls with warmth, professionalism, and personal attention
• Maintain detailed customer notes (preferences, history, personal details, equipment owned)
• Schedule service calls and coordinate dispatch with field technicians
• Follow up after every service visit to ensure customer satisfaction
• Handle customer inquiries about invoices, service history, and equipment recommendations
• Remember personal details about customers (birthdays, family, business milestones) and use them to strengthen relationships
• De-escalate customer concerns and resolve issues with empathy and efficiency
• Build trust through consistent, reliable, and friendly communication
• Coordinate daily technician schedules, prioritizing emergency calls and existing commitments
• Manage maintenance contract schedules (currently using monthly folder system)
• Communicate technician arrival times to customers (including text/email updates)
• Track service call status and ensure timely completion
• Coordinate parts ordering and delivery for scheduled jobs
• Maintain service history and schedule preventive maintenance reminders
• Process invoices in QuickBooks (equipment sales, service calls, maintenance contracts)
• Manage accounts receivable and collections (professional but firm when needed)
• Implement credit card on file policy for new customers
• Process payments and reconcile accounts
• Generate quotes for equipment and service work (working with General Manager)
• Track warranty claims and manufacturer billing
• Prepare basic financial reports for ownership review
• Coordinate with third-party accountant for monthly close and tax preparation
• Learn current manual systems thoroughly (QuickBooks, folder-based scheduling, paper processes)
• Lead evaluation and implementation of cloud-based CRM system
• Oversee transition to digital scheduling and dispatch platform
• Implement customer portal for service history and online payments
• Train field staff on new mobile tools and software
• Document procedures and create training materials for new systems
• Manage vendor relationships for software platforms
• Ensure smooth parallel operation during transition (dual systems until confidence is established)
• Maintain office organization and supplies inventory
• Coordinate parts ordering with vendors
• Receive and process incoming shipments and deliveries
• Manage company correspondence (email, mail, vendor communications)
• Coordinate employee schedules and timekeeping
• Process payroll information (working with external payroll provider)
• Maintain filing systems (digital and physical)
• Potentially supervise one junior administrative assistant (future growth)

Benefits

• Health, dental, and vision insurance (company-paid)
• 401(k) with company match
• Professional development opportunities (software training, industry conferences)
• Performance-based bonus structure tied to customer retention and operational efficiency
• Profit-sharing opportunity

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed