Job Description
Direct Fence Distributors LLCLocation:New JerseyJob Code:DFD-LD-ASIIIJob Type:Full-Time About Us Direct Fence Distributors LLC is a fast-growing company specializing in residential and commercial fence installation.Our team is expanding, and we are looking for a highly organized, detail-oriented Administrative Assistant to support our Installation Department.This position plays a key role in ensuring smooth scheduling, communication, and workflow coordination across multiple departments.Position Summary Under general supervision, the Administrative Assistant III performs advanced administrative and scheduling duties to support daily operations in the Installation Department.This role manages client files, schedules installations and repairs, coordinates subcontractors, handles customer communications, and updates internal trackers and calendars.The ideal candidate is reliable, proactive, and excels in a fast-paced environment.Key ResponsibilitiesScheduling & Calendar Coordination Assign installation and repair dates using internal systems (Dropbox, TeamUp, Trackers).Review sales packages and client folders to determine scheduling eligibility.Maintain a high-volume schedule, ensuring workload balance across installation crews.Coordinate special material orders and place projects on hold when needed.Ensure that all scheduled installations meet required mark-out timelines.Client Communication Make initial welcome calls to clients to confirm information and required documents.Send emails communicating tentative installation dates and required paperwork.Follow up with clients regarding missing documents, schedule changes, or updates.Confirm installation dates and update clients using phone, text, and email.Documentation & Data Entry Manage digital and physical client folders.Enter or update customer information in internal trackers and QuickBooks.Track materials, job statuses, permits, and deposits.Maintain accuracy of scheduling-related notes and documentation.Interdepartmental Coordination Communicate with Production regarding material availability and schedule changes.Coordinate with Finance on deposits, invoicing, and payment confirmations.Update Sales Representatives about client changes, delays, or special requests.Customer Support & Problem-Solving Answer inbound calls and provide clear and accurate information.De-escalate customer concerns professionally and efficiently.Route calls to appropriate team members when necessary.Support logistics office with general administrative tasks.On-Hold Project Management Monitor projects placed on hold due to material, permit, or client issues.Contact clients to resolve pending items and move them back into the schedule.Update On-Hold Tracker and On-Hold Calendar daily.General Office Support File, print, prepare installation packets, manage documents.Assist with new employee training regarding installation and client-management procedures.Support Install/Repair Coordinator as needed.Required Qualifications Education:Associate degree preferred.Experience:Minimum 6 months in an administrative or customer service role.Strong data-entry, organization, and multitasking skills.Excellent written and verbal communication abilities.Comfortable working under pressure and handling high-volume scheduling.Proficiency with Microsoft Office, Dropbox, and digital calendars.Ability to collaborate and communicate effectively with multiple departments.Preferred Skills Experience in construction, dispatching, scheduling, or logistics.Familiarity with permits, surveys, and home improvement documentation.Bilingual (English/Spanish) preferred.Tools Provided Company computer Company phone (if applicable) Additional equipment as needed for daily duties Why Join Us? Competitive pay Growth opportunities within a rapidly expanding company Supportive team environment Training provided Stability and long-term career potential Job Type:Full-time Pay:$18.00 - $23.00 per hour Benefits:Paid time off Work Location:In person.