Office Administrator

About This Role

An Office Administrator supports the growing service operations of a Western Massachusetts company. This role is critical for ensuring technicians are scheduled efficiently, customers receive excellent service, and daily operations run smoothly. It suits a detail-oriented individual comfortable in a fast-paced environment, balancing customer needs with business priorities.

Responsibilities

• Schedule service appointments and maintain technicians' daily calendars
• Ensure technicians have productive schedules beginning at the start of each workday
• Coordinate appointments to maximize route efficiency and minimize travel time
• Communicate appointment windows and scheduling updates with customers
• Gather detailed information regarding service requests to ensure proper job booking
• Screen incoming calls to determine the nature of service needs and identify jobs outside the company's service scope
• Prioritize emergency service requests and adjust schedules accordingly
• Maintain accurate customer records and service notes
• Work closely with service managers and technicians to coordinate daily operations
• Monitor schedule changes and proactively address conflicts or gaps
• Provide professional customer service via phone, email, and in person
• Perform general administrative duties including filing, data entry, and record management

Requirements

• Previous experience in office administration, dispatching, scheduling, or customer service preferred
• Exceptional organizational and multitasking abilities
• Strong verbal and written communication skills
• Ability to remain calm and professional under pressure
• Proficiency with Microsoft Office and scheduling software
• Strong attention to detail and problem-solving skills
• Ability to learn technical service terminology and processes
• High school diploma or equivalent required

About the Company

A Western Massachusetts company is seeking an Office Administrator to support its growing service operations.