Job Description

Hiring REMOTE EST: Administrative Assistant

Must be Eastern Standard Time Zone (EST)

Growing decorative lighting firm seeks an experienced Administrative Assistant to support both administrative and customer service functions. Contract role (3 months, maternity leave coverage) with potential to extend; hourly rate $22–$26. Open to full-time (40 hrs) or part-time (20–30 hrs) candidates. If interested, please email your resume and hourly compensation requirements to: [email protected]

Administrative Assistant (Admin/Customer Service)

Remote (Eastern Time Zone M-F 9- 5 PM ; 40 hours a week) Note: may be open to those interested in 20-30 hours a week.

Contract Role: 3 months for maternity leave coverage / May lead to a longer engagement

Hourly rate: $22 - $26 per hour

Requires: At least 3 years of administrative assistance or office manager experience and customer service skills

Our client is a small, rapidly growing firm that represents some of the top, best-selling brands in the decorative lighting industry. The company serves the retail and home construction markets in New York City, New Jersey and eastern Pennsylvania. This is an opportunity to learn and advance professionally for someone who is interested in a customer service and/or office management career.

Responsibilities of the remote Administrative Assistant & Customer Services:

This pivotal role serves the general administrative functions of the company, including managing executive calendars for the firm’s principals, and assisting with Customer Service/ Inside Sales functions. The Assistant interacts with the company’s customers by addressing inquiries and resolving issues, generally providing a high level of customer support on products and services. Interacts with customers via email and telephone to provide support and information on products and services.

· Review, submit and process customer purchase orders, RGA/parts requests to ensure all needed info is correct.

· Ensures that appropriate actions are taken to answer customers’ questions and resolve concerns.

· Maintains customer accounts and records of customer interactions with details of inquiries, issues, or comments.

· Prepares sales materials and presentations.

· Assists in developing, creating, implementing, and administering marketing and advertising campaigns including social media to drive sales.

· Trains customers on products.

· Provides administrative services such as answering emails and phones, handling orders, working with vendors, running reports, managing projects, and preparing documents and presentations.

· Participate in virtual office operations and support related business functions.

· Maintains records of inventory; orders new products as needed.

· Maintains office files; implements an efficient system for other staff to access files and records.

· Obtains, reviews, submits, and files employee time sheets in accordance with Company requirements.

· Ensures all expense reports and proper documentation are submitted in accordance with Company requirements; provides to management for review and approval.

· Develops policies, practices, and procedures and implements best practices.

· Performs other related duties as assigned.

Qualifications of the Remote Administrative Assistant & Customer Service:

· At least 3 years of administrative or office management experience required, with associated experience in customer service & sales support

· High school diploma or equivalent

· Proficient with Microsoft Office Suite, including Excel

· Familiar with a CRM system; Empowering Systems platform a plus

· Experience with virtual office management procedures and/or order processing is a plus

· Excellent verbal and written communication skills.

· Exceptional interpersonal and customer service skills.

· Strong organizational skills and attention to detail. Excellent time management skills with a proven ability to meet deadlines.

· Service-oriented and able to resolve customer issues.

· Ability to learn, product, service, or areas of customer service specialization.

· Experience leveraging AI tools and solutions to streamline workflows and improve office efficiencies.

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