Job Description:

Administrative Assistant

Location: Buchanan, NY

Salary Range: $45,000 – 48,000

Position Purpose

The Hudson Valley Residential Administrative Assistant to the HVR Branch Manager plays a crucial role in ensuring the smooth and efficient functioning of our pest control branch. This position provides comprehensive administrative support to the Branch Manager and the wider team, handling a variety of tasks to facilitate daily operations. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

Essential Duties & Responsibilities

Administrative Support:

• Assist the Branch Manager with daily administrative tasks, including scheduling meetings, managing calendars, and preparing reports.
• Handle incoming calls, emails, and correspondence, directing them to the appropriate personnel as needed.
• Prepare and maintain documents, spreadsheets, and presentations for branch operations.

Office Management:

• Maintain and organize office files, records, and supplies.
• Coordinate office logistics, including ordering supplies, managing equipment maintenance, and ensuring a clean and safe working environment.
• Assist with onboarding new employees.

Customer Service:

• Serve as a point of contact for customers, aiding with inquiries, scheduling appointments, and resolving issues.
• Ensure customer records are updated and accurately maintained in PestPac.
• Assist in preparing and sending customer communications, such as service reminders and follow-up surveys.

Operational Support:

• Assist with the preparation and distribution of operational reports, such as productivity metrics, service logs, and inventory levels.
• Support the coordination of branch meetings, training sessions, and team-building activities.
• Assist in tracking and processing work orders, ensuring timely completion and proper documentation.
   

Compliance and Documentation:

• Ensure all branch operations are in compliance with company policies and regulatory requirements.
• Assist with the documentation and filing of compliance records, certifications, and other necessary paperwork.
• Support the Branch Manager in audits and inspections as required.
• Other duties as assigned.
   

Qualifications

• High school diploma or equivalent; Associate’s degree in Business Administration or related field preferred.
• Minimum of 2 years of administrative experience, preferably in a fast-paced, service-oriented environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
• Excellent written and verbal communication skills.
• Customer service experience is a plus.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong problem solving and solution identification.
• Ability to collaborate with all departments and employees within the organization.