What are the responsibilities and job description for the Installation and Inventory Administrative Assistant position at Pro-Tops?
Benefits:
- 401(k)
- 401(k) matching
- Competitive salary
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Position Summary
We are seeking a detail-oriented and proactive Installation & Inventory Administrative Assistant to support our team with quality reporting, administrative duties, and inventory management. This role is critical to ensuring a smooth workflow by tracking installation reports, verifying documentation, and assisting with inventory organization. The ideal candidate will be highly organized, able to multitask, and communicate effectively with multiple departments.
About Pro-Tops Inc:
Pro-Tops is a fast-growing national wholesale distributor of kitchen & bath renovation products and materials. PRO-TOPS is the foremost kitchen countertops fabricator in the Charlotte, NC, region.
Our Mission- We create extraordinary living spaces through high-quality products and services for every customer we encounter.
Our Core values are the backbone of our business and guide our hiring process: We S.T.R.I.D.E - with our core values: Service, Transparency, Respect, Inspiration, Dedication, and Excellence.
Performance Objectives
Installation & Quality Control Reporting
- Review and compile Quality Walk and Field Measure (CFM) reports from the previous day.
- Identify and document any issues affecting installations to prevent delays.
- Distribute reports to the appropriate Account Managers, copying key stakeholders.
- Follow up on reported issues to ensure timely resolution.
Administrative Support
- Verify and upload paysheets daily to ensure installers and the invoicing team have the necessary documentation.
- Assist with general administrative duties, including document management, scheduling, and data entry.
- Ensure all installation photos are reviewed for compliance and accuracy.
- Communicate with Account Managers and the operations team to address missing or incomplete documentation.
Inventory Assistance
- Support inventory tracking and organization using Sortly or other inventory systems.
- Assist with inventory adjustments and allocations as needed.
- Monitor stock levels of commonly used materials and report shortages to the purchasing team.
- Help maintain warehouse records related to received stock and dispatched materials.
Key Competencies
- Strong attention to detail and organization.
- Excellent written and verbal communication skills.
- Ability to multitask and prioritize tasks effectively.
- Proficiency in Google Sheets or Excel and inventory management systems (Sortly experience is a plus).
- Basic understanding of construction or cabinet installation processes (preferred but not required).
- Ability to work independently while coordinating with multiple teams.=
Education and Experience
- Associate degree in Business Administration, Supply Chain, or related field (preferred)
- Experience or certification in inventory or operations management (a plus)
Physical Requirements/Qualifications:
- Ability to occasionally lift items up to 25–30 lbs.
- Sitting for extended periods while working on a computer
- Occasional walking and standing in a warehouse environment
- Comfort using inventory software and digital tools
COMMITMENT TO DIVERSITY
As an equal-opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, Pro-Tops recognizes that being reflective of your community is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation, or disability. We actively foster inclusion in all forms within our company and across interactions with clients, candidates, and partners.
Salary : $18 - $22
