Administrative Assistant

generator-supercenter-careers; West Springfield (MA); On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

Competitive salary

Health insurance

Paid time off

Training & development

Job summary

Generator Supercenter, Inc. is seeking an Administrative Assistant to be the first point of contact for customers, manage daily job schedules, and support project management for electrical service coordination.

This full-time role requires strong computer skills, organization, and clear communication to keep vendors, subcontractors, and field staff aligned. Located in West Springfield, MA, it offers growth opportunities and a structured team environment.

Qualifications

• High school diploma or GED; associate degree or trade certification is a plus.
• Experience in scheduling, construction coordination, project administration, or electrical service coordination.
• Strong skills in MS Office and documentation control.
• Excellent communication, organization, and multitasking abilities.
• Ability to meet deadlines in a fast-paced environment.

Responsibilities

• Schedule daily and weekly calendars for projects and staff.
• Coordinate subcontractor activities and material deliveries.
• Support project meetings and update progress tracking.
• Prepare change orders, payment applications, and subcontractor agreements.
• Maintain site documentation, permits, and task lists.
• Communicate with customers, vendors, and inspectors; assist with bid processes.
• Assist with reception duties and general admin as needed.

Skills

Communication

Organization

Multitasking

Interpersonal skills

Attention to detail

Deadline driven

Education

High school diploma or GED

Associate degree or trade certification

Tools

Microsoft Office Suite

Excel

Word

Outlook

Project

Documentation control tools

Job description

Benefits:

• Competitive salary
• Health insurance
• Paid time off
• Training & development

Administrative Assistant

Full-Time | Monday–Friday | Fast-Paced Work Environment

Location: Generator Supercenter of Western Mass, 1285 Riverdale St. West Springfield MA 01089

Powering Peace of Mind

Generator Supercenter, Inc. is North America’s #1 Generac dealer. Our team is committed to delivering reliable, efficient, and innovative energy services that protect homes and businesses during power outages. As we continue to expand, we’re looking for a detail-oriented Receptionist / Scheduling Coordinator to keep our projects on track and our clients connected.

Position Summary

The Administrative Assistant plays a vital role in our business. As the first point of contact for our company, you must warmly welcome our customers and understand our products. You will also support our construction and installation operations. This position is responsible for managing daily job schedules, coordinating materials, tracking project progress, and supporting subcontractors and permit workflows. You'll work closely with construction superintendents, project managers, subcontractors, and vendors to ensure timely project completion and smooth operations.

Key Responsibilities

Scheduling & Coordination

• Answering incoming phone calls and making outbound calls when necessary
• Creating and maintaining daily and weekly sales schedules for sales staff
• Creating and maintaining daily and weekly construction and installation schedules based on field and project management inputs
• Coordinating subcontractor activities and material deliveries to align with project timelines
• Scheduling inspections, permitting appointments, and commissioning activities
• Monitoring project progress and adjusting schedules as needed to meet deadlines
• Helping manage and track marketing activities

Project Support & Documentation

• Setting up new jobs and ensuring proper documentation is uploaded and maintained
• Assisting in preparing change orders, payment applications, and subcontractor agreements
• Ensuring site documentation, permits, and task lists are up to date and completed
• Submitting permit applications
• Helping manage close-out procedures for completed projects, including permit resolution and task list sign‑off

Communication & Team Collaboration

• Participating in regular project meetings to review progress, identify delays, and resolve scheduling conflicts
• Maintaining clear, professional communication with all internal and external stakeholders

Additional Duties

• Supporting vendor negotiations and assisting with estimating during the bid process
• Providing administrative support to project and construction teams as needed
• Communicating with customers on status and projected timelines
• Making outbound calls to set sales appointments
• Ensuring the reception area is tidy and presentable, with all necessary stationery and materials (e.g., brochures, forms)
• Performing other clerical receptionist duties such as filing, photocopying, transcribing, and faxing

Qualifications

• High school diploma or GED required; associate degree or trade school certification a plus
• Previous experience in scheduling, construction coordination, project administration, or electrical service coordination
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, Project)
• Experience with work order systems and documentation control tools
• Excellent communication, organization, and multitasking skills
• Strong attention to detail and ability to meet deadlines in a fast‑paced environment
• Motivated self‑starter with strong interpersonal skills
• Experience coordinating with subcontractors, vendors, and inspectors

Preferred Skills

• Knowledge of residential or commercial generator installation processes
• Construction industry experience, particularly in electrical or energy services
• Familiarity with permitting and inspection coordination
• Familiarity with electrical systems (AC/DC)
• Marketing experience – bring new ideas

Why Work at Generator Supercenter?

• Be part of a national leader in energy solutions and backup power systems
• Support meaningful projects that bring peace of mind to customers during power outages
• Work in a collaborative, growth‑oriented environment
• Opportunity for advancement in a growing and innovative company

Apply today to join Generator Supercenter as a Scheduling Coordinator and help us keep projects on track and homes powered when it matters most.