Adminstrative Director

ADMINISTRATIVE DIRECTOR

Company:
George

D. Lewis Company (Desert Valley Ice LLC) |

Location:

North Las Vegas, NV |

Reports To:

Ownership |

Employment Type:

Full‑Time | Compensation: $50,000 - $60,000 annually plus performance bonus

For over 80 years, the George

D. Lewis Company has been the trusted name in commercial refrigeration throughout Las Vegas. Our clients include major casinos, healthcare systems, quick‑service restaurant chains, and industrial customers who depend on us for 24/7 emergency service and expert installations. Our reputation is built on relationships—we know our customers personally and treat them like family.

The Administrative Director is the operational heartbeat of George

D. Lewis Company. This role combines traditional office management with forward‑thinking technology leadership. You will master our current systems (Quick Books, manual scheduling, relationship‑focused customer service) while leading the transition to modern cloud‑based platforms for CRM, accounting, and scheduling. You must be equally comfortable answering phones with a warm, personal touch and implementing software solutions that scale our business. This position requires someone who values relationships but embraces technology—someone who can preserve what works while improving what needs to change.

• Answer all incoming calls with warmth, professionalism, and personal attention
• Maintain detailed customer notes (preferences, history, personal details, equipment owned)
• Schedule service calls and coordinate dispatch with field technicians
• Follow up after every service visit to ensure customer satisfaction
• Handle customer inquiries about invoices, service history, and equipment recommendations
• Remember personal details about customers (birthdays, family, business milestones) and use them to strengthen relationships
• De‑escalate customer concerns and resolve issues with empathy and efficiency
• Build trust through consistent, reliable, and friendly communication

• Coordinate daily technician schedules, prioritizing emergency calls and existing commitments
• Manage maintenance contract schedules (currently using monthly folder system)
• Communicate technician arrival times to customers (including text/email updates)
• Track service call status and ensure timely completion
• Coordinate parts ordering and delivery for scheduled jobs
• Maintain service history and schedule preventive maintenance reminders

• Process invoices in Quick Books (equipment sales, service calls, maintenance contracts)
• Manage accounts receivable and collections (professional but firm when needed)
• Implement credit card on file policy for new customers
• Process payments and reconcile accounts
• Generate quotes for equipment and service work (working with General Manager)
• Track warranty claims and manufacturer billing
• Prepare basic financial reports for ownership review
• Coordinate with third‑party accountant for monthly close and tax preparation

• Learn current manual systems thoroughly (Quick Books, folder‑based scheduling, paper processes)
• Lead evaluation and implementation of cloud‑based CRM system
• Oversee transition to digital scheduling and dispatch platform
• Implement customer portal for service history and online payments
• Train field staff on new mobile tools and software
• Document procedures and create training materials for new systems
• Manage vendor relationships for software platforms
• Ensure smooth parallel operation during transition (dual systems until confidence is established)

• Maintain office organization and supplies inventory
• Coordinate parts ordering with vendors
• Receive and process incoming shipments and deliveries
• Manage company correspondence (email, mail, vendor communications)
• Coordinate employee schedules and timekeeping
• Process payroll information (working with external payroll provider)
• Maintain filing systems (digital and physical)
• Potentially supervise one junior administrative assistant (future growth)