Administrative Assistant

Done Right Hood & Fire Safety; New York (NY); On-site; USD 55,000 - 64,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Job summary

Done Right Hood & Fire Safety in New York City seeks an organized Administrative Assistant to keep daily operations smooth for busy kitchens and commercial clients. You’ll manage schedules, answer calls and emails, and ensure customer records are up to date.

You’ll work with technicians and drivers to set up jobs, handle correspondence, and support the team with data entry and filing. This full-time role includes full benefits and steady hours.

Qualifications

• Experience in office administration and scheduling.
• Excellent written and verbal communication.
• Proficiency with scheduling software and basic book-keeping is a plus.

Responsibilities

• Schedule hood cleaning and grease trap appointments and keep calendars on track.
• Answer calls and emails, solve problems and follow up to prevent gaps.
• Handle office correspondence and coordinate with technicians and drivers.
• Maintain customer records and service notes, stay organized.
• Support data entry, filing and other administrative tasks as needed.

Skills

Calendar management

Customer service

Communication

Scheduling software

Data entry

Reliability

Team coordination

Tools

ServiceTrade

QuickBooks

Job description

Be the Heart of a Team That Keeps New York's Kitchens Running!

Every great restaurant, hotel and commercial kitchen in the city depends on crews that keep their hoods spotless, their grease traps flowing and their operations safe. At Done Right Hood & Fire Safety, our technicians make that happen every day and every night, and we're looking for an organized, upbeat Administrative Assistant to keep it all running smoothly behind the scenes.

If you love being the go-to person, juggling a busy calendar like a pro and making every customer feel taken care of, this is your seat at the table.

What You'll Do

• Schedule hood cleaning and grease trap service appointments and keep crew calendars accurate and on time
• Be the friendly first voice our customers hear by answering calls and emails, solving problems and following up so nothing falls through the cracks
• Handle office correspondence including emails, letters, service confirmations, reminders and follow-ups
• Coordinate with technicians, drivers and the office team so every job is set up for success
• Keep customer records, service notes and paperwork organized and up to date
• Support the team with data entry, filing and other administrative projects as needed

What You Bring

• A positive, can-do attitude and a genuine people-person personality
• Strong organization skills and the ability to juggle many moving pieces without missing a beat
• Clear, professional written and spoken communication
• Comfort with computers, email and scheduling software (experience with ServiceTrade, QuickBooks or similar is a plus)
• Previous office, scheduling or customer service experience is a big plus, but we'll train the right person
• Reliability, punctuality and pride in doing things the right way, the first time

Pay & Hours

• Starting pay: $1,200 to $1,400 per week
• Our office hours of operation are Monday through Friday, 9 AM to 6 PM

Benefits

• Health insurance
• Dental insurance
• Vision insurance

Why You'll Love Working Here

• Starting pay of $1,200 to $1,400 per week
• Health, dental and vision insurance to take care of you and your family
• A steady, full-time role with a growing, essential-service company, because kitchens never stop cooking
• A close-knit, supportive team where your work is seen and appreciated
• Room to grow as the company expands
• Every day is different, so you'll never be bored
• The satisfaction of keeping hundreds of businesses safe, clean and up to code