Full job description

Position Overview

Babin and Sons is seeking a highly organized and dependable Receptionist / Administrative Assistant to serve as the central point of communication for our office and service teams. This role is essential to maintaining daily operations by managing incoming client calls, coordinating schedules, and ensuring timely delivery of estimates and invoices.

The ideal candidate is detail-oriented, customer-focused, and comfortable handling a high volume of phone communication while supporting project coordination from initial inquiry through job scheduling and billing. This position plays a key role in helping convert incoming leads into booked projects by ensuring clients receive prompt responses, accurate scheduling, and professional follow-through.

If you enjoy being the go-to person in a fast-paced environment and take pride in keeping operations running efficiently, this is a great opportunity to grow with a rapidly expanding company.

Key Responsibilities

• Answer and manage incoming calls from prospective and existing clients in a professional and timely manner
• Schedule estimates, project start dates, and service appointments for crews and sales staff
• Coordinate daily calendars and communicate scheduling updates to field teams
• Send out client estimates, invoices, and job documentation promptly and accurately
• Follow up with clients regarding pending estimates, scheduling availability, and project details
• Maintain organized records of client communications, estimates, and invoices
• Utilize Microsoft Office Suite and Google Workspace for scheduling, reporting, and correspondence
• Assist with basic bookkeeping tasks such as invoice tracking using QuickBooks or similar software
• Support marketing efforts through basic social media posting and client engagement when needed
• Order office supplies and maintain administrative inventory
• Distribute mail and assist with general office organization
• Coordinate internal meetings and maintain a clean, professional office environment
• Provide excellent customer service by responding to client inquiries via phone, email, and text
• Perform additional administrative and coordination tasks as needed to support company operations