Office & Administrative Assistant

Adams Stove Company; Adams (MA); On-site; USD 68,770,000 - 85,962,000; Full time

Job summary

Adams Stove Company in Adams, MA is seeking an Office & Administrative Assistant to keep our growing hearth and fireplace installation business running smoothly. You will handle routine clerical tasks while directly supporting the owner.

We value highly organized, dependable individuals who can manage calendars, invoicing, customer and vendor communications, and general bookkeeping tasks. You’ll help keep projects on track and ensure nothing falls through the cracks.

Qualifications

• Strong written and verbal communication skills.
• Excellent organizational abilities.
• Experience with office software and spreadsheets.
• Ability to learn our business and processes.

Responsibilities

• Answer phones and respond to customer inquiries.
• Schedule and confirm customer appointments.
• Enter and maintain customer and job information.
• Prepare invoices, estimates, purchase orders, and other documents.
• Process paperwork and maintain organized job files.
• Track deposits, payments, and outstanding balances.
• Maintain digital and paper records.
• Coordinate with customers, vendors, and employees.

Skills

Organized

Dependable

Initiative

Detail-oriented

Customer communication

Vendor communication

Prioritization

Follow-through

Independent work

Discretion

Tech-savvy / learning software

Job description

Office & Administrative Assistant

Adams Stove Company - Adams, MA

Hearth, Stove & Fireplace Installation Company

We are looking for a highly organized, dependable Office & Administrative Assistant to help keep our growing hearth and fireplace installation business running smoothly.

This position combines office clerical responsibilities with direct support for the owner. We are looking for someone who can handle the everyday administrative work while also keeping track of details, following up on open items, communicating with customers and vendors, and helping the owner stay organized.

This is an important position for someone who enjoys being the person who keeps things moving and makes sure nothing falls through the cracks.

What You'll Do:

Office & Clerical:

• Answer phones and respond to customer inquiries.
• Schedule and confirm customer appointments.
• Enter and maintain customer and job information.
• Prepare invoices, estimates, purchase orders, and other documents.
• Process paperwork and maintain organized job files.
• Enter bills, receipts, and other financial information.
• Track deposits, payments, and outstanding balances.
• Maintain digital and paper records.
• Order office supplies and coordinate routine administrative needs.
• Communicate with customers, vendors, suppliers, and employees.
• Assist with general bookkeeping and accounting-related tasks.
• Monitor email and respond or route messages appropriately.

Customer & Job Coordination:

• Help schedule installations and service appointments.
• Coordinate with customers regarding appointments and job requirements.
• Communicate with the installation crew regarding schedules and job information.
• Help track materials and special-order items.
• Follow up on open customer issues and incomplete paperwork.
• Maintain accurate job records from the initial sale through completion.
• Help identify scheduling conflicts or missing information before they become problems.
• Assist with warranty paperwork and manufacturer communications.

Owner's Assistant Responsibilities:

A significant part of this position will be working directly with the owner.

You will help the owner:

• Keep track of priorities and deadlines.
• Organize appointments and meetings.
• Follow up on tasks and outstanding issues.
• Prepare information needed for decisions.
• Keep track of customer, vendor, and job-related items.
• Make phone calls and send emails on the owner's behalf when appropriate.
• Maintain lists of things that need attention.
• Help organize projects and special assignments.
• Remind the owner about important follow-ups and commitments.
• Take routine administrative tasks off the owner's plate.

The ideal person will eventually become someone the owner can say:

“Take care of this,” and know that it will be followed through to completion.

What We're Looking For:

We're looking for someone who is:

• Extremely organized.
• Dependable and consistent.
• Comfortable taking initiative.
• Detail-oriented without losing sight of the big picture.
• Comfortable communicating with customers and vendors.
• Able to prioritize competing demands.
• Good at following through.
• Comfortable working independently.
• Discreet and trustworthy with confidential business information.
• Comfortable learning new software and systems.
• Able to recognize when something needs attention without always being told.

Experience:

Office, administrative, customer service, scheduling, bookkeeping, construction administration, or similar experience is helpful.

Experience in the construction, HVAC, plumbing, electrical, fireplace/hearth, or home-service industry is a plus, but not required.

More important than industry experience is the ability to learn our business, understand how things fit together, stay organized, and follow through.

The Personality We're Looking For:

This position is a good fit for someone who naturally:

• Makes lists and keeps track of details.
• Notices when something is missing.
• Doesn't let unanswered emails or customer calls sit.
• Likes solving problems.
• Can juggle several things without becoming overwhelmed.
• Is comfortable asking questions when something isn't clear.
• Takes ownership rather than saying, “That's not my job”.
• Enjoys being the person others can rely on.

You don't have to know the fireplace business when you walk through the door. You do need to be smart, organized, dependable, and willing to learn it.

Why This Position Is Different

This isn't simply a receptionist or data-entry position.

You'll have visibility into the entire business—customers, installations, scheduling, vendors, paperwork, billing, and day-to-day operations—and you'll work directly with the owner.

For the right person, this can develop into a position with significant responsibility as you learn the business and demonstrate that you can take ownership of increasingly important tasks.

Requirements:

• Strong written and verbal communication skills.
• Good computer skills.
• Comfortable with email, spreadsheets, and office software.
• Strong organizational skills.
• Ability to maintain confidentiality.
• Professional and friendly telephone manner.
• Reliable attendance.
• Ability to manage multiple priorities.
• Valid driver's license is preferred.

Compensation

$24–$30/hour, depending on experience and demonstrated ability

If you're an organized, capable person who enjoys solving problems, keeping things on track, and being the person everyone can count on, we'd like to hear from you.