Front Office & Admin Pro: Scheduling & Invoicing

Workstream; Naples (FL); On-site; USD 23,000 - 32,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Paid time off

401k

Job summary

Naples Iron Works, LLC is seeking an Office Assistant in Naples, FL to manage daily office operations and be the first point of contact for customers. This role supports invoicing, scheduling, and coordination with fabrication teams.

The ideal candidate has at least 2 years in an administrative role, strong communication skills, and proficiency with Microsoft Office or Google Workspace. Trade industry experience is a plus.

Qualifications

• Experience in an administrative or office support role.
• Strong customer service and phone skills.
• Proficiency with Microsoft Office or Google Workspace.
• High School Diploma or equivalent.

Responsibilities

• Oversee daily office operations to ensure a positive experience for customers and staff.
• Handle all incoming phone communications, including answering, routing calls, taking messages, and providing initial company information.
• Welcome and assist walk-in visitors, suppliers, and delivery personnel.
• Coordinate scheduling for job site visits, pickups, deliveries, and meetings.
• Create and manage customer invoices and maintain accurate job/customer records using QuickBooks or similar software.
• Support preparation of quotes and work orders in collaboration with estimating and fabrication teams.
• Maintain a clean, organized, and well-stocked front office area.
• Manage mail, deliveries, and materials tracking.
• Assist in project management activities, including customer updates and follow-ups.

Skills

Customer service

Phone skills

Organizational skills

Time management

Microsoft Office

Google Workspace

Education

High School Diploma

Tools

QuickBooks

Invoicing software

Job description

Naples Iron Works, LLC is seeking an Office Assistant in Naples, FL to manage daily office operations and be the first point of contact for customers. This role supports invoicing, scheduling, and coordination with fabrication teams.

The ideal candidate has at least 2 years in an administrative role, strong communication skills, and proficiency with Microsoft Office or Google Workspace. Trade industry experience is a plus.