Administrative Assistant

Administrative Assistant Location: Phoenix, AZ Company: Celtic Elevator Position Summary Celtic Elevator is seeking a highly organized, customer-focused Administrative Assistant to support our growing residential elevator business. This position serves as the first point of contact for customers, builders, vendors, and employees while providing administrative support to our sales, installation, and service teams. The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced construction and service environment. Key Responsibilities Customer Service Answer incoming phone calls and greet customers professionally. Schedule appointments for sales consultations, installations, and service calls. Respond to customer inquiries and direct requests to the appropriate department. Maintain excellent customer relationships through timely communication. Administrative Support Prepare proposals, contracts, work orders, and customer documentation. Create and maintain electronic and paper filing systems. Enter and update customer information in company software. Process incoming and outgoing mail, emails, and correspondence. Assist with office organization and daily administrative tasks. Scheduling & Coordination Coordinate installation and service schedules with customers and technicians. Track project timelines and communicate scheduling updates. Assist with permit documentation and project paperwork. Coordinate meetings and maintain office calendars. Accounting Support Prepare invoices and assist with accounts receivable collections. Process purchase orders and vendor invoices. Assist with expense tracking and basic bookkeeping tasks. Support payroll documentation as needed. Operations Support Order office supplies and maintain inventory. Assist with preparing reports and company documents. Support project managers and leadership with administrative needs. Help maintain compliance documentation and customer records. Qualifications High school diploma or GED required. Associate degree or administrative certification preferred. 2+ years of administrative or office experience. Experience in construction, home services, or contracting is a plus. Strong customer service skills. Excellent written and verbal communication. Proficiency in Microsoft Office (Word, Excel, Outlook). Experience with QuickBooks, ServiceTitan, Buildertrend, or CRM software is a plus. Strong organizational skills with exceptional attention to detail. Ability to prioritize multiple tasks and meet deadlines. Required Skills Professional telephone etiquette Customer service excellence Scheduling and calendar management Data entry accuracy Problem-solving Time management Team collaboration Confidentiality and professionalism Physical Requirements Ability to sit for extended periods. Occasional lifting of office supplies up to 20 pounds. Ability to move throughout the office as needed. What We Offer Competitive pay Health insurance Paid time off and holidays 401(k) with company match (if applicable) Opportunities for career growth Supportive, family-oriented work environment About Celtic Elevator Celtic Elevator is Arizona's premier residential elevator company, specializing in the sales, installation, modernization, and service of luxury home elevators. We are committed to delivering exceptional craftsmanship, outstanding customer service, and innovative mobility solutions that enhance our customers' homes and quality of life. Pay: $24.00 - $26.00 per hour Work Location: In person