Administrative Assistant - Customer Support - Bainbridge

Intelligent Green Solutions LLC; New York (NY); On-site; USD 24,796 - 31,684; Full time

Benefits offered by this job

401(k) with company matching

Paid time off (PTO)

Employee referral program

On-site work

Job summary

Intelligent Green Solutions (IGS) seeks a detail-oriented Office Coordinator for the Bainbridge, NY office. This full-time, on-site role starts between 7:00 and 8:00 AM.

You'll be the friendly first point of contact for customers and coordinate with technical support and financing partners. Responsibilities include updating customers on installation progress, managing ERP/CRM data (Odoo, Salesforce, NetSuite), handling mail, and ensuring office operations run smoothly.

Qualifications

• Prior administrative or office experience (required).
• Exceptional attention to detail and strong organizational skills.
• Excellent written and verbal communication skills.
• Comfort working on a computer and learning ERP/CRM software.
• Willingness and ability to learn financing partners’ processes.
• Ability to work on-site in Bainbridge, NY with a start time between 7:00 and 8:00 AM.

Responsibilities

• Serve as a first point of contact for customers: answer calls, emails, and inquiries professionally.
• Keep customers updated throughout the installation process with clear progress.
• Bridge communication between our technical support team and customers during troubleshooting.
• Help customers get pre-qualified with financing partners and support related documentation.
• Maintain accurate customer data in our ERP/CRM (Odoo, Salesforce, NetSuite).
• Scan and manage incoming mail; monitor office needs and supplies.

Skills

Administrative experience

Attention to detail

Strong communication

On-site work

Tools

Odoo

Salesforce

NetSuite

Job description

Intelligent Green Solutions (IGS) is a leader in providing advanced heat pump and HVAC systems. We deliver energy-efficient solutions for residential and commercial customers. To support our growing operations, we are excited to add an Office Assistant to our Bainbridge team to ensure our local facilities run smoothly and our teams are well-supported.

Department: Administration

Location: Bainbridge, NY

Job Type: Full time

Experience: 2+ Years Competitive

About IGS

Intelligent Green Solutions (IGS) is a growing leader in advanced heat pump and HVAC systems, delivering energy-efficient solutions for residential and commercial customers across the region. We’re helping households and businesses move to cleaner, smarter heating and cooling — and we’re doing it with a team that genuinely cares about the work and each other. If you want your day‑to‑day to add up to something bigger, this is a good place to be.

About the Role

We’re looking for a detail-oriented Office Coordinator to be the organizational anchor of our Bainbridge office. This is a full-time, on‑site role with a start time between 7:00 and 8:00 AM.

You’ll be the friendly, reliable point of contact our customers interact with throughout their project — keeping them informed, answering their questions, and making sure nothing falls through the cracks. You’ll work closely with our technical support team, our financing partners, and the wider IGS crew. If you like variety, solving problems, and being the person who keeps things running, you’ll fit right in.

What You’ll Do

• Serve as a first point of contact for customers: answer incoming calls, emails, and inquiries professionally and warmly
• Keep customers updated throughout the installation process, sharing clear progress updates on their projects
• Bridge communication between our technical support team and customers during the troubleshooting process
• Help customers get pre-qualified with our financing partners and support them through the related documentation
• Keep customer data accurate and up to date in our Odoo ERP/CRM system
• Scan and manage incoming mail
• Keep an eye on the office itself — flag anything that needs attention, supplies that are running low, or issues that should be addressed

What We’re Looking For

• Prior administrative or office experience (required)
• Exceptional attention to detail and strong organizational skills
• Excellent written and verbal communication skills — you’re comfortable on the phone and in writing
• Comfort working on a computer and learning ERP/CRM software (experience with Odoo, Salesforce, NetSuite, or similar is a plus)
• Willingness and ability to learn our financing partners’ processes and requirements
• Ability to work on-site in Bainbridge, NY with a start time between 7:00 and 8:00 AM

Nice to Have

• Experience with a CRM or ERP system
• Background in construction, trades, field services, logistics, or a similar operational environment
• Experience supporting customers through a multi-step process (financing, applications, project coordination)
• $20.00 – $23.00 per hour, depending on experience. Benefits include an employer-sponsored 401(k) with company matching, paid time off (PTO), and an employee referral program. Additional benefits details are provided during the interview process.

Why IGS

• Be part of a fast-growing company in the clean‑energy and green‑technology space
• Work with an enthusiastic, supportive team that takes pride in the work
• A role with real variety and ownership — no two days are quite the same
• The chance to grow with a company that’s expanding across the region