Administrative Assistant

Generator Supercenter of Western Mass; West Springfield (MA); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Competitive salary

Health insurance

Paid time off

Training & development

Job summary

A leading energy solutions provider in West Springfield is looking for an Administrative Assistant to serve as the first point of contact for customers. The role includes managing schedules, coordinating with subcontractors, and supporting project operations. Ideal candidates will possess strong communication and organizational skills and previous experience in scheduling or project administration. This position offers a competitive salary along with health insurance and paid time off.

Qualifications

• Minimum of high school diploma or GED required; additional credentials a plus.
• Previous experience with scheduling or project coordination preferred.
• Strong attention to detail and ability to work in a fast-paced environment.

Responsibilities

• Manage daily job schedules and coordinate materials.
• Support construction operations by tracking project progress.
• Answer incoming calls and maintain professional communication.

Skills

Strong proficiency in Microsoft Office Suite

Excellent communication skills

Organization skills

Multitasking skills

Attention to detail

Customer service skills

Education

High school diploma or GED

Associate degree or trade school certification

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft Project

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, 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

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, permit, 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 assist 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 material (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.