Administrative Secretary

Job Description

A leading provider of lead, mold inspections, and abatement 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:

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

Qualifications:

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