Administrative Assistant

Company Description PCD Solutions is a construction contractor that manages rebate-funded projects for homeowners and building owners with work spanning HVAC replacements, plumbing and electrical upgrades, air sealing and insulation, weatherization, and appliance installations. Team members join a company that values professionalism, operational excellence, and long-term relationships with scontractors, partners, and the program administrators it serves; a stable environment for individuals interested in contributing to a growing, service-focused business. Role Description The Administrative Assistant is a full-time, on-site role based in Rye, NY. This position keeps the office and the field running smoothly. Most of each day is spent scheduling and coordinating. This includes,building and maintaining the installation calendars, booking and confirming homeowner appointments, entering and updating job information in our software systems, and preparing the documents that keep projects moving. Success in this role will require collaboration and coordination with our other office staff, field teams, and contracting partners. The Administrative Assistant schedules our field teams, our contractors, oversees coordination with homeowners, and responds to email inquiries in a professional and timely manner. Responsibilities also include maintaining organized electronic files and records, preparing documents, sending documents for signature, and assisting with data entry and basic reporting. The role supports the CEO, project managers, and superintendents with calendar coordination and follow-up communication to ensure smooth daily workflow. Key Responsibilities Scheduling & Calendar Coordination Own the day-to-day work calendar: schedule homeowner appointments for installations, inspections, and service visits across multiple crews and trades. Coordinate scheduling with all subcontractors including HVAC, plumbing, and electrical subcontractors and confirm crew availability for upcoming jobs. Place confirmation and reminder calls, texts, and emails to homeowners; promptly rebook cancellations and fill open slots to keep crews productive. Communicate schedule changes to the field and office the same day so everyone works from the current calendar. Work with the CEO on typical Administrative Assistant tasks ranging from meeting coordination to material procurement Computer-Based Administration Perform accurate, high-volume data entry in scheduling, project-tracking, and spreadsheet systems, keeping job records current every day. Prepare, format, and file digital documents: contracts, work orders, purchase orders, and IESP program paperwork, and route them for signature. Maintain clean, well-organized electronic job files and shared drives so records are easy to find and always audit-ready. Monitor shared email inboxes and draft professional correspondence to homeowners, subcontractors, and vendors. Assist with basic reporting, including schedule, job-status, and pipeline summaries pulled from spreadsheets and software. Qualifications Strong administrative assistance and general clerical skills, including filing, data entry, and document preparation with a high degree of accuracy. Proven scheduling ability: comfortable managing multiple calendars, crews, and appointments at once and reworking the day when plans change. Excellent organizational skills, attention to detail, and ability to manage multiple tasks and priorities. Professional phone etiquette and communication skills for interacting with homeowners, subcontractors, vendors, program administrators, and internal team members. Strong computer proficiency, including MS Office or Google Workspace (Word/Docs, Excel/Sheets, email, and calendars), and comfort quickly learning new scheduling, CRM, and program software. Reliable, punctual, and able to work on-site in Rye, NY in a fast-paced environment. . I think we could discourage people from the other industries with this but open to ke…

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