Administrative Assistant Job at Carver Companies in Town of Coeymans

Join to apply for the Administrative Assistant role at Carver Companies

2 weeks ago Be among the first 25 applicants

Join to apply for the Administrative Assistant role at Carver Companies

About us

For over 30 years, Carver Companies has been a leading provider of construction materials, marine transportation and infrastructure services across the East Coast. With operations in New York, South Carolina, and Canada, our fundamental belief has been to provide unparalleled service to all while maintaining our values of honesty and integrity both on land and sea.

Essential Duties and Responsibilities

• Answer incoming calls, direct inquiries, and provide general customer service.
• Assist with scheduling service appointments and coordinating with technicians.
• Enter and maintain accurate data in service management systems, including work orders and parts usage.
• Prepare and process invoices, purchase orders, and other administrative documents.
• Maintain organized records of service history, parts inventory, and vendor communications.
• Support the Office Manager with filing, reporting, and internal communications.
• Communicate with customers regarding service updates, billing questions, and documentation.
• Assist with timekeeping and payroll preparation by collecting and verifying technician hours.
• Order office supplies and assist with general office upkeep.
• Perform other administrative duties as assigned by management.

Required Qualifications

• High school diploma or equivalent.
• Minimum 1 year of administrative or clerical experience.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Excellent verbal and written communication skills.
• Ability to work independently and handle multiple tasks simultaneously.

Preferred Qualifications

• Experience in a service shop, dealership, or equipment repair environment.
• Familiarity with service management or fleet maintenance software.
• Basic understanding of vehicle or equipment terminology.
• Experience with invoicing, billing, or basic bookkeeping.

Physical Requirements

• Ability to sit or stand for extended periods.
• Occasional lifting of office supplies or documents up to 25 pounds.
• Ability to walk through the shop floor and interact with technicians as needed.

Work Environment

• Office setting within an active service shop environment.
• Exposure to shop noise, vehicle movement, and occasional outdoor conditions.
• Fast-paced, collaborative environment requiring coordination with multiple departments.

What We Offer

• Paid Time Off
• Comprehensive Medical, Dental and Vision Insurance
• Additional Coverage Through AFLAC
<
• Company Paid Holidays
• 401(k) with an 8% Match
• Short Term, Long Term Disability
• Group Life Insurance
• Employee Assistance Fund
• Emergency Service Worker bonus
• Employee Referral Bonus
• 15% Carhart Discount for all employees

Employee and Compliance Information

• Carver Companies is an equal opportunity employer and does not discriminate based on race, color, religion, sex, national origin, disability, age, sexual orientation, gender identity, or any other protected status under federal, state, or local laws.
• Employment is at-will, meaning either the employee or the company may terminate employment at any time, with or without cause or notice, except as provided by law.