Branch Administrative Assistant

Job Summary:

The Branch Administrative Assistant provides administrative and operational support to ensure the efficient day-to-day functioning of the branch. This role supports service, parts, sales, and rental operations within a material handling dealership environment. The position requires strong organizational skills, attention to detail, and the ability to work in a fast-paced environment while supporting internal teams and delivering excellent customer service.

Duties/Responsibilities:

• Provide general administrative support to the Branch Manager and branch team
• Answer and direct incoming phone calls and greet customers and visitors professionally
• Maintain branch filing systems, records, and documentation (electronic and paper)
• Prepare reports, correspondence, and internal communications as needed
• Open, process, and close service work orders in the system
• Assist with technician scheduling and documentation coordination
• Ensure accurate entry of service details, and customer information
• Maintain service records and support warranty documentation as needed
• Assist with parts order entry, processing, and tracking paperwork
• Coordinate parts receiving documentation and internal distribution
• Support inventory accuracy and recordkeeping
• Serve as a point of contact for customers regarding service status, billing questions, and general inquiries
• Communicate professionally with customers, technicians, and internal departments
• Assist in resolving administrative issues and directing concerns appropriately
• Assist with invoice preparation, processing, and submission for rentals
• Support accounts receivable follow-up as directed
• Ensure accuracy of billing documentation and supporting records
• Maintain office supplies and coordinate office needs
• Assist with onboarding administrative tasks for new branch employees
• Contribute to maintaining a professional and organized branch environment
• Other duties as assigned

Required Skills/Abilities:

• Strong organizational and multitasking skills
• Excellent communication and customer service skills
• Proficient in Microsoft Office (Outlook, Word, Excel)
• High attention to detail and accuracy
• Ability to remain flexible in a fast-paced, fluid environment
• Strong time management skills to meet deadlines

Education and Experience: 

• High school diploma or equivalent
• 2+ years of administrative support experience
• Experience in a dealership, service, construction, equipment, or material handling environment preferred
• Experience supporting service operations or work order systems preferred
• Experience with NetSuite preferred

Working Conditions:

• Primarily office-based with occasional exposure to shop or warehouse environments
• Ability to sit for extended periods and use standard office equipment
• Must be able to bend, squat, crouch and/or reach

Benefits:

• Medical (and FSA/HSA plans), dental and vision insurances.
• Paid time off and holidays.
• Company paid basic life insurance.
• Supplemental term life insurance.
• 401(k) with match.
• Short- and long-term disability.
• Group accident and critical illness insurance.
• Safety glasses and boot program.
• Tuition reimbursement and in-house training.

Herc-U-Lift, Inc. provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.  Further, the company takes affirmative action to ensure that applicants are employed and employees are treated during employment without regard to any of these characteristics.  Discrimination of any type will not be tolerated.