Office Assistant - Hauppauge, NY

Company Overview: The Rapid Group (TRG) is the parent company of six operating subsidiaries that have been providing exceptional service and technical expertise for more than five decades. These subsidiaries include Rapid Pump and Meter Service Co., Machinery Services Co., Delta Electro Power, Industrial Sales and Service (ISS), AC Furia, Pumping Solutions, and O and M Solutions, Mechanical Solutions Inc (MSI), and Willier Motor Company Inc.

As subsidiaries, each company operates under the TRG umbrella while maintaining its own specialized capabilities, allowing us to deliver comprehensive mechanical, electrical, pumping, and industrial infrastructure solutions across the East Coast. Together, our companies support municipal, industrial, commercial, and transportation sectors with best-in-class maintenance, repair, installation, field service, and emergency response services that keep critical systems operating reliably and efficiently.

Position Summary

Industrial Sales & Service is seeking a detail-oriented and reliable Administrative Assistant to support daily office operations at our Hauppauge, Long Island location. The ideal candidate will have prior experience in the service industry (preferred) and be comfortable handling a variety of administrative, accounting, and operational support tasks in a fast-paced environment.

Key Responsibilities

• Create and enter purchase orders accurately and in a timely manner
• Perform accounts payable functions, including invoice processing and reconciliation
• Schedule and coordinate technician dispatch to support service operations
• Add inventory to job tickets to ensure accurate costing and billing
• Assist the General Manager in preparing and organizing customer quotes
• Answer and direct incoming telephone calls professionally
• Sort and distribute incoming mail and correspondence
• Follow up on open invoices and assist with collections as needed
• Maintain organized records of transactions, job tickets, and customer communications Qualifications:
• Previous administrative experience minimum of 2 years; service industry experience strongly preferred
• Familiarity with purchase orders, invoicing, and accounts payable processes
• Strong organizational skills with high attention to detail
• Ability to multitask and prioritize in a fast-paced environment
• Excellent communication and customer service skills
• Strong relationship management skills with the ability to professionally interact across all levels of the organization
• Proficient in Microsoft Office (Word, Excel, Outlook, Teams); experience with service management software is a plus
• Reliable, proactive, and team-oriented
• Must be able to work in a fast-paced environment Additional Requirements:
• Must be local to Hauppauge, Long Island or within a reasonable commuting distance
• Ability to work full-time, on-site Benefits: - 401(k) retirement plan
• Medical, Dental, and Vision insurance
• Supportive team environment
• Paid Time Off (PTO) and Sick Time
• Opportunity to grow within a dynamic service organization Work Conditions / Schedule:
• Schedule: Monday – Friday, 8:00 AM – 4:30 PM
• Location: Hauppauge, NY (On-site)
• Subsidiary: Industrial Sales and Service (ISS)
• Fast-paced, team-oriented, customer-focused industrial environment EEO Statement: The Rapid Group is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, sex, age, disability, veteran status, or other protected characteristics.