Administrative Secretary Job at AB Hires and Consulting in New York

A leading provider of mold detection and environmental services based in Brooklyn, NY is seeking a detail-oriented and organized Administrative Secretary to join their team. The ideal candidate will be a strong multitasker with excellent communication skills, capable of managing schedules, invoicing, and fostering smooth interactions between landlords, field workers, and supervisors.

Responsibilities:

1. Scheduling & Coordination:
   1. Coordinate and finalize schedules for field workers and supervisors to ensure timely service delivery.
   2. Communicate effectively with landlords to arrange appointments and provide updates.
   3. Act as a liaison between field workers, supervisors, and landlords to resolve scheduling conflicts and provide support.
2. Administrative Support:
   1. Prepare and send proposals to clients, ensuring accuracy and timely delivery.
   2. Manage light QuickBooks Online tasks, including creating and sending invoices.
   3. Maintain accurate records of appointments, invoices, and correspondence.
3. Communication & Customer Service:
   1. Handle incoming calls and emails, providing professional and courteous assistance to clients, landlords, and team members.
   2. Address client inquiries regarding scheduling, services, or billing with a focus on problem-solving and client satisfaction.
4. Office Organization:
   1. Keep the office organized by managing files, supplies, and ensuring smooth day-to-day operations.
   2. Assist with other administrative tasks as needed to support the team.

Qualifications:

1. Proven experience in a secretarial, administrative, or coordination role, preferably in a service-oriented industry.
2. Must be a notary public or open to obtaining certification (reimbursement provided by the company).
3. Experience with QuickBooks Online preferred.
4. Strong multitasking abilities and attention to detail.
5. Excellent verbal and written communication skills.
6. Ability to interact professionally with landlords, clients, and team members.
7. Familiarity with mold detection or environmental services is a plus but not required.