Office Assistant

Heydlauff's Appliance; Chelsea (MA); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

401(k)

Dental insurance

Health insurance

Paid time off

Vision insurance

Job summary

Heydlauff's Appliance is seeking an Office Administrator / Service Coordinator to support daily operations in a fast-paced service environment. You will be the first point of contact for customers, coordinate service scheduling, manage warranty claims, process light accounting, and maintain organized records.

The ideal candidate excels in communication, accuracy, and multitasking, with comfort handling numbers.

Qualifications

• Strong verbal communication with a professional tone.
• Comfortable handling high call volume and scheduling.
• Detail-oriented with ability to manage numbers and data.
• Experience with customer service or office administration is preferred.

Responsibilities

• Answer inbound calls and schedule service appointments.
• Coordinate technician schedules for efficiency and timeliness.
• Provide information on service fees, policies and availability.
• Follow up with customers on appointment confirmations and updates.
• Submit warranty claims to manufacturers and track status.
• Apply customer payments to open invoices and record daily deposits.
• Data entry for service calls, billing and collections; reconcile accounts.

Skills

Phone skills

MS Office

Data entry

Customer service

Tools

Service software

Job description

Office Administrator / Service Coordinator

Position Summary

We’re seeking a highly organized and customer-focused Office Administrator to support daily operations in a fast-paced service environment. This role serves as the first point of contact for customers, coordinates service scheduling, manages warranty claim submissions, service parts, and handles light accounting functions. The ideal candidate is detail-oriented, comfortable on the phone, excellent customer service, and confident working with numbers and data.

Key Responsibilities

Customer Service & Phone Support

• Answer inbound calls and assist customers with scheduling service appointments
• Coordinate technician schedules for efficiency and timeliness
• Provide clear information regarding service fees, policies, and availability
• Follow up with customers regarding appointment confirmations and updates
• Maintain a professional, friendly, and solution-focused phone presence
• Service Scheduling & Coordination
• Schedule and route service calls based on technician availability and location
• Update service management software with accurate call details
• Communicate changes or delays to customers and technicians

Warranty Claims Administration

• Submit warranty claims to manufacturers accurately and timely
• Track claim status and follow up as needed
• Maintain organized digital and/or physical warranty records
• Ensure supporting documentation is complete and compliant

Light Accounting & Data Entry

• Apply customer payments accurately to open invoices
• Prepare and record daily bank deposits
• Perform data entry related to service calls, billing, and collections
• Assist with invoice processing and account reconciliation
• Maintain accurate financial records and reports

Qualifications & Skills

Phone & Communication Skills

• Strong verbal communication skills with a professional and confident tone
• Comfortable handling high call volume
• Ability to de-escalate concerns and provide helpful solutions
• Clear and accurate information gathering

Administrative & Technical Skills

• Proficient in Microsoft Office (Excel, Word, Outlook)
• Experience with service management or scheduling software preferred
• Accurate data entry skills with strong attention to detail
• Ability to prioritize and multitask in a busy office setting

Preferred Experience

• Customer service or call center background

Key Attributes

• Reliable and punctual
• Detail-oriented and highly organized
• Team-oriented with a positive attitude
• Able to maintain confidentiality with financial information

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance