Customer Service Receptionist

Job Description Scheduling / Customer Service / Office AssistantPosition OverviewWe are seeking a motivated and organized Scheduling / Customer Service / Office Assistant to join our team. This full-time position plays a vital role in supporting daily office operations, customer communication, scheduling coordination, and administrative functions for our service and installation departments.Position hours are Monday through Friday, 7:00 AM to 3:30 PM. The primary work location is our Highland, Wisconsin office.The ideal candidate will possess strong customer service and communication skills, excellent organizational abilities, and the ability to manage multiple tasks in a fast-paced environment. Prior office administration experience and basic proficiency in Microsoft Word and Excel are required. BenefitsWe offer a comprehensive benefits package including:Paid VacationPaid Sick LeavePaid Holidays401(k) with Company MatchHealth InsuranceLife Insurance Primary ResponsibilitiesCustomer Service & Office SupportAnswer and direct incoming phone calls professionally and efficientlySchedule customer appointments and coordinate calendar availabilityContact customers prior to scheduled appointments for confirmationsManage office voicemail and company email inquiriesRoute customer concerns and requests to the appropriate team membersMaintain a professional and welcoming customer experienceScheduling & Project CoordinationSchedule and organize service and installation crewsPrepare and distribute daily paperwork for field crewsMaintain efficient scheduling and routing for technicians and installersCoordinate project timelines and identify scheduling conflicts or delaysAssist in planning and scheduling installation and service projectsCommunicate project updates and scheduling information to customersCoordinate equipment scheduling and availability for projectsPull permits as required for installations or service workReview contracted jobs and verify parts availability for upcoming workWork closely with project managers and technical staff to prepare upcoming projectsAdjust schedules as needed to accommodate project changes and customer needsAdministrative & Miscellaneous DutiesMaintain and monitor the company GPS tracking systemSchedule and track company vehicle maintenanceOrganize and transfer service paperwork into customer filesMaintain and organize company Google Drive records and documentationProcess and invoice daily service paperworkAssist with job costing for completed installation projectsManage the office cell phone used for customer photos and documentationMaintain sales estimates and documentation for sales staffMonitor brochure inventory and restock display racks as neededUpdate showroom sales materials and pricing information when changes occur Qualifications & RequirementsMinimum of two years of office administration or related experience preferredStrong customer service and interpersonal communication skillsBasic proficiency in Microsoft Word and ExcelExcellent organizational and time management abilitiesStrong critical thinking and problem-solving skillsAbility to manage scheduling, mapping, and routing efficientlyAbility to work collaboratively within a team environmentWillingness to assist with additional responsibilities as neededPositive attitude and willingness to learn new skills and processes Ideal CandidateThe ideal candidate is dependable, detail-oriented, customer-focused, and capable of balancing multiple priorities while maintaining professionalism and accuracy in a fast-paced office environment.Top of Form Bottom of Form Company DescriptionWe are a small construction company in Southwest WisconsinCompany DescriptionWe are a small construction company in Southwest Wisconsin