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: 9am – 5:00pm (variation of days).
- Saturday: 9:00am – 3:00pm.
Compensation and Benefits:
- Pay: $18.00 – $25.00 per hour, based on experience.
- 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.