Office Administrator (Customer Service Focus)

About the Role:
Done Right Chimney is seeking a dependable Office Administrator to manage front-facing customer service while supporting daily office operations. This is a fully in-person position based in our Williamsburg showroom, serving customers throughout Hampshire County.

This role is best suited for someone who prefers a structured, hands-on work environment and takes pride in keeping an office running smoothly day to day. The position is primarily customer service driven, with administrative responsibilities that require organization, follow-through, and independent decision-making within established processes.

Key Responsibilities:

• Serve as the first point of contact for customers in person, by phone, and by email.
• Schedule service appointments accurately using company software.
• Prepare service contracts, job documentation, and permit applications.
• Maintain organized and up-to-date customer records and internal notes.
• Support communication with the Supervisor and provide updates on active work.
• Assist with inventory tracking, ordering, and showroom organization.
• Ensure the showroom remains clean, stocked, and ready for customers.
• Regularly assist customers with loading pellet fuel (40 lb bags) into their vehicles.
• Handle customer concerns in a composed, professional manner.
• Follow established processes while making routine decisions confidently without escalation.

What Success Looks Like in This Role:

• Customer inquiries are handled promptly and documented clearly.
• Appointments are scheduled with complete and accurate information.
• Tasks are completed without repeated follow-up or correction.
• The showroom remains organized, stocked, and presentable.
• The team can rely on you to keep daily operations moving without oversight.

Qualifications and Skills:

• Experience in an office, administrative, or customer service role preferred.
• Strong attention to detail in scheduling, documentation, and communication.
• Ability to manage multiple tasks and priorities without losing track of next steps.
• Comfortable working independently within structured systems and processes.
• Clear and professional written and verbal communication.
• Proficient in Microsoft Office (Word, Excel, Outlook, Teams).
• Experience with QuickBooks or similar systems is a plus.
• Willingness to learn dispatching and industry-specific software.
• Reliable transportation is required.
• Ability to lift and carry 40 lbs regularly.

Schedule:

• Tuesday through Friday: 8:30 am – 5:00 pm
• Saturday: 9:00 am – 3:00 pm

Compensation and Benefits:

• Pay: $18.00 – $25.00 per hour, based on experience.
• Full-time benefits include:
  • 401(k) with company matching.
  • 50% health insurance reimbursement.
  • Company-paid short-term disability (Aflac) with additional voluntary options.
  • Paid time off.
  • 11 paid holidays.
• Ongoing training and development opportunities.

Education and Experience:

• High school diploma or equivalent preferred.
• Relevant experience preferred; candidates with strong organizational ability and customer-facing experience will be considered.