Entry Level Administrative Assistant

Green Home Solutions of West Des Moines; West Des Moines (IA); Hybrid; USD 35,000 - 50,000; Full time

Benefits offered by this job

Opportunity for advancement

Training & development

Bonus based on performance

Employee discounts

Job summary

Green Home Solutions of West Des Moines is seeking a highly motivated Administrative Assistant to support daily operations, manage inbound calls, coordinate inspections and remediation appointments, and handle email correspondence.

The ideal candidate is detail-oriented, professional, and eager to grow in organizational, scheduling, and project management skills. Flexible work arrangements including occasional work-from-home are available, with collaboration across leadership and field staff.

Qualifications

• Experience with Microsoft Excel, Microsoft Word, and email platforms is required.
• Strong phone, email, and written communication skills are preferred.
• Organisational and time-management abilities.
• Professional, reliable, and detail-oriented.
• Comfortable working with customers, vendors, field staff, and leadership.
• Proficiency with basic computer systems, email, calendars, spreadsheets, and office software.
• Ability to learn company-specific software, scheduling platforms, accounting systems, or project management tools.

Responsibilities

• Answer and direct inbound phone calls in a professional and courteous manner.
• Respond to customer, vendor, and internal team inquiries by phone and email.
• Coordinate and manage email correspondence, including follow-ups, scheduling confirmations, and general communication.
• Maintain organized records, files, schedules, and documentation.
• Support leadership with administrative tasks, reporting, and day-to-day coordination.
• Schedule inspections, remediation appointments, and project-related visits for team members.
• Coordinate calendars and communicate scheduling details to customers, employees, vendors, and leadership.
• Make follow-up phone calls regarding appointments, project updates, estimates, outstanding items, and customer questions.
• Track upcoming inspections, active jobs, project timelines, and pending follow-ups.
• Communicate schedule changes promptly and professionally.
• Assist in keeping projects organised from initial contact through completion.

Skills

Microsoft Excel

Microsoft Word

Phone communication

Written communication

Time management

Attention to detail

Customer service mindset

Tools

Scheduling platforms

Accounting systems

Project management tools

Microsoft Outlook

Job description

Benefits:

• Opportunity for advancement
• Training & development
• Bonus based on performance
• Employee discounts

Job Title: Administrative Assistant
Job Summary:
We are seeking a highly motivated individual looking to grow a host of skills such as: organization, compassion, empathy, scheduling, communication, time management, and project management. This individual will support daily administrative operations and help keep our team running efficiently. This role is responsible for managing inbound phone calls, coordinating schedules for inspections and remediation work, and handling email correspondence.
The ideal candidate is detail-oriented, professional, able to communicate clearly and enthusiastic about personal and professional growth.

Key Responsibilities

Administrative & Office Support

Responsibilities include:

• Answer and direct inbound phone calls in a professional and courteous manner.
• Respond to customer, vendor, and internal team inquiries by phone and email.
• Coordinate and manage email correspondence, including follow-ups, scheduling confirmations, and general communication.
• Maintain organized records, files, schedules, and documentation.
• Support leadership with administrative tasks, reporting, and day-to-day coordination.

Scheduling & Coordination

Responsibilities include:

• Schedule inspections, remediation appointments, and project-related visits for team members.
• Coordinate calendars and communicate scheduling details to customers, employees, vendors, and leadership.
• Make follow-up phone calls regarding appointments, project updates, estimates, outstanding items, and customer questions.
• Track upcoming inspections, active jobs, project timelines, and pending follow-ups.
• Communicate schedule changes promptly and professionally.
• Assist in keeping projects organised from initial contact through completion.

Inventory Tracking & Ordering

Responsibilities include:

• Assist with tracking inventory levels for supplies, materials, and equipment.
• Help identify items that need to be reordered.
• Place or coordinate orders as directed by leadership.
• Communicate with vendors regarding product availability, pricing, orders, and delivery timelines.
• Maintain organized inventory records and assist with periodic inventory reviews.

No previous professional experience required.

Desired Qualifications and what you will gain:

• Experience with Microsoft Excel, Microsoft Word, and email platforms is required.
• Strong phone, email, and written communication skills are preferred.
• Organisational and time-management abilities.
• Professional, reliable, and detail-oriented.
• Comfortable working with customers, vendors, field staff, and leadership.
• Proficiency with basic computer systems, email, calendars, spreadsheets, and office software.
• Ability to learn company-specific software, scheduling platforms, accounting systems, or project management tools.

Preferred Skills

• Strong attention to detail and accuracy.
• Ability to follow through on tasks without frequent reminders.
• Customer-service mindset with a calm, empathetic and professional communication style.
• Problem-solving ability and willingness to take initiative.

This position begins as office-based, with flexibility to WFH occasionally as needed, and requires frequent communication by phone, email, and internal systems. The AA will work closely with leadership, administrative staff, field team members, vendors, and customers to support daily operations and project coordination.

Reporting Structure

The AA will report directly to company leadership or the designated operations manager and will work closely with team members across administrative, field, and project operations.

Ideal Candidate

The ideal candidate is someone who wants to grow personally and professionally. Someone who enjoys a support role. They are comfortable answering phones, coordinating schedules, following up with customers, supporting basic accounting functions, and helping leadership stay organised. They take pride in accuracy, communication, and keeping projects and people on track.

Flexible work from home options available.