Office Assistant

Job Title: Administrative Assistant

Position Overview:

We are seeking a professional, detail-oriented, and highly organized Administrative Assistant to join our Wisconsin team. This position is responsible for creating a positive first impression for clients while also providing vital administrative support to ensure smooth daily operations within the office. The ideal candidate is proactive, dependable, and comfortable managing a variety of tasks ranging from client-facing interactions to back-office coordination.

Key Responsibilities:

• Greet and welcome visitors with professionalism and a friendly attitude.
• Handle all incoming calls via a multi-line phone system with a professional and friendly demeanor.
• Respond to emails and client inquiries promptly and courteously.
• Manage the front desk area to ensure a clean and organized appearance.
• Handle incoming and outgoing mail.

• Perform general clerical tasks including filing, scanning, faxing, and data entry.
• Maintain and update databases, records, and spreadsheets as needed.
• Schedule meetings, appointments, make travel arrangements including booking hotels for field technicians, coordinate calendars for staff and support event planning as needed.
• Order office supplies, technician uniforms and ensure supply areas are stocked and organized.
• Prepare and format documents, reports, and correspondence.
• Provide purchase orders to field technicians and provide additional support to other departments as direct by management.

Required Skills & Qualifications:

• High school diploma or equivalent
• Previous experience in an administrative role preferred.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Comfortable handling and prioritizing multiple tasks in a fast-paced environment.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Detail-oriented with a high level of accuracy.
• Positive, professional demeanor with a client-service mindset.
• Ability to handle sensitive information with confidentiality and discretion.

About Smart Care

Smart Care is a national repair and service provider for commercial foodservice, refrigeration, and cold storage equipment. Our offering of comprehensive mechanical services includes hot side cooking equipment, stand-alone refrigeration, specialty coffee and beverage, complex rack refrigeration and HVAC.

Smart Care is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other protected class status. All qualified individuals are encouraged to apply. If you need a reasonable accommodation with respect to Smart Care's application or hiring process due to a disability, please contact the Human Resources department at HR@smartcaresolutions.com.