Front Desk Administrative Assistant

Position Overview

The Front Desk Administrative Assistant is the first point of contact for customers contacting the company by phone or visiting the office. This position is responsible for providing exceptional customer service, answering customer inquiries, assisting with account-related questions, processing payments, and supporting administrative office functions. The Front Desk Administrative Assistant plays an important role in maintaining positive customer relationships and ensuring timely communication between customers and the customer service team.

Key Responsibilities

Customer Service

• Answer incoming telephone calls and greet customers in a professional, friendly manner.
• Respond to customer inquiries regarding propane and fuel services, billing, payments, tank monitoring, delivery status, and account information.
• Assist customers with service requests and account updates.
• Resolve routine customer concerns and escalate complex issues when appropriate.
• Take accurate messages and ensure timely follow-up by the appropriate department.
• Process customer payments and provide receipts as needed.

Administrative Support

• Maintain and update customer records in company software systems.
• Perform data entry and maintain accurate customer account information.
• Prepare, scan, file, and distribute documents and correspondence.
• Sort and distribute incoming mail.
• Assist with preparation of reports, forms, and other administrative documents.
• Maintain organized electronic and paper filing systems.

Billing and Account Assistance

• Answer customer questions regarding invoices, account balances, and payment options.
• Assist with payment processing and account maintenance.
• Support accounts receivable activities by providing customers with billing information and directing them to the appropriate resources when necessary.

Office Administration

• Operate multi-line telephone systems and standard office equipment.
• Maintain a professional and welcoming reception area.
• Monitor and order office supplies as needed.
• Support day-to-day office operations and administrative projects.
• Follow all company policies regarding confidentiality and customer information.

Qualifications

• High school diploma or equivalent required.
• Previous receptionist, administrative assistant, or customer service experience preferred.
• Experience in the propane, fuel, utility, or service industry is a plus.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Ability to learn customer account management and billing software.
• Strong verbal and written communication skills.
• Excellent organizational and multitasking abilities.
• Strong attention to detail and accuracy.

Working Environment

• Professional office environment.
• Frequent interaction with customers by telephone and in person.
• May require occasional overtime during peak heating seasons or periods of high customer call volume.
• Prolonged periods of sitting and working at a computer.
• Frequent use of telephone and office equipment.
• Ability to occasionally lift up to 20 pounds.