A lighting company office assistant runs the front desk and the paperwork behind each job: phones, walk-ins, the CRM, appointment confirmations and invoices. Fall brings a rush of holiday bookings. Store and office retrofit billing runs all year.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, electrical contractors · BLS, May 2025
The Office Assistant in the Lighting Installation industry plays a crucial role in ensuring smooth administrative operations. This position is responsible for handling customer interactions, invoicing, and maintaining accurate records, directly impacting customer satisfaction and operational efficiency. The role supports the company’s mission by ensuring all administrative tasks are completed promptly and accurately.
2. Essential Duties and Responsibilities
Manage customer check-ins to ensure a welcoming and organized experience.
Process and track invoices using industry-standard software to maintain accurate financial records.
Answer and direct phone calls to the appropriate department to ensure efficient communication.
Maintain and update customer records in the CRM system to enhance customer service.
Coordinate with the installation team to schedule appointments and follow-ups.
Assist with inventory management to ensure necessary supplies are available.
Utilize software tools such as QuickBooks and ServiceTitan to streamline operations.
Support the Operations Manager with administrative tasks as needed.
3. Key Tasks / Daily Activities
Greet and check in customers and visitors promptly each day.
Review and process daily invoices to ensure timely billing.
Handle incoming calls and emails, providing information or redirecting as necessary.
Update CRM with new customer information and service notes daily.
Schedule and confirm appointments with customers and the installation team.
Conduct daily inventory checks to ensure adequate stock levels.
Prepare and distribute daily reports on administrative activities to the Operations Manager.
4. Key Performance Indicators (KPIs)
Customer satisfaction score (CSAT) ≥ 4.8/5.0.
Invoicing accuracy rate ≥ 98%.
Call handling efficiency: average call response time ≤ 30 seconds.
Record update accuracy ≥ 99%.
30/60/90-day ramp expectations: Achieve 90% of target KPIs by day 90.
5. Required Qualifications and Skills
High school diploma or equivalent; associate degree preferred.
Proficiency in Microsoft Office Suite and CRM software.
Strong organizational and multitasking skills.
Excellent communication skills, both verbal and written.
Familiarity with QuickBooks or similar accounting software.
6. Preferred Experience
Previous experience in an administrative role within the home services industry.
Experience with ServiceTitan or similar service management software.
Customer service experience in a fast-paced environment.
Basic knowledge of lighting installation processes.
7. Physical Requirements
Ability to lift up to 20 pounds occasionally.
Primarily office-based with minimal travel required.
Comfortable working in a standard office environment.
8. Work Environment and Schedule
Typical work hours are Monday to Friday, 8:00 AM to 5:00 PM.
Occasional evening or weekend hours may be required during peak seasons.
No on-call duties are expected for this role.
9. Compensation and Benefits
Hourly wage ranging from $15 to $20, based on experience.
Performance bonuses available, contingent on achieving KPIs with quality safeguards.
Benefits include health insurance, paid time off, and retirement plan options.
10. Company Culture and Overview
At [INSERT COMPANY NAME HERE], we pride ourselves on a culture of accountability, craftsmanship, and customer delight. We are committed to safety, quality, and continuous growth. Join our team and contribute to a company where your dedication and skills are valued and rewarded.
11. How to Apply
If you meet the above criteria and want to be part of a growth-oriented company focused on customer satisfaction, please send your resume to [INSERT EMAIL HERE] or apply online at [INSERT WEBSITE LINK HERE].
Need help filling this role? HireBus posts the ad, Iris interviews every applicant by phone before you do, and you decide who to hire. Start hiring now
What an office assistant handles at a lighting company
The office sees every service line at once: a homeowner booking a holiday install, a property manager asking about a retrofit invoice, a crew lead asking where a part is. The assistant keeps each one moving to the right person.
The fall calendar fills in a few weeks
Holiday installs book into a short window, and returning customers often want the same week as last year. The assistant confirms dates, sends reminders, gets signed agreements back, and keeps a waitlist to fill cancellations. In January the same list turns into the takedown schedule, so every address, gate code and note carries over.
Invoices follow the final count
Retrofit invoices are built from fixture counts. Counts change on site when a crew finds an extra row of lights or one that's already gone. Before billing, the assistant checks the invoice against the crew's final count and any approved change order. That check is where the template's invoice accuracy goal is won or lost.
Commercial customers bring their own paperwork
Property managers and general contractors may ask for a certificate of insurance before a crew arrives. They may want a purchase order number on each invoice, and they hold the keys for night work. The assistant keeps all of this on file by customer. Then no invoice comes back for a missing number, and no night crew is locked out.
A dark yard light call needs the right questions
A call about yard lights that went out needs a few facts before a truck rolls. Which area is dark? Did someone change the timer? When did the system go in? Good notes let dispatch match the tech and the parts to the problem. They also show whether the visit is free under warranty or billed.
Morning-after calls from night retrofits
After a night retrofit, the store manager may call first thing about a light that's out or a sensor that keeps shutting lights off. The assistant writes down the details and tells the caller when someone will follow up. Then it goes, that same morning, to the crew lead or the quality inspector who signed off on the job.
How much lighting company office assistants make
The closest BLS group for lighting company office assistants is office clerks, general. Office clerks, general who work for electrical contractors earned a median of $23.00 an hour ($47,840 a year) in May 2025, according to the Bureau of Labor Statistics. That’s above the $45,010 median for office clerks, general in all industries. About 29,950 of the 2,464,940 office clerks, general in that survey work for electrical contractors.
Paid by the hour, per the template, with a KPI bonus that has quality checks built in. The template's hourly range falls short of the BLS median here, which counts general office clerks at every kind of electrical contractor.
Electrical contractors
$47,840$47,840 median Middle half $38,930–$59,800 10th–90th $32,140–$73,320
All industries
$45,010$45,010 median Middle half $36,350–$54,300 10th–90th $30,310–$64,680
$20k$30k$40k$50k$60k$70k$80k
10th–90th percentileMiddle halfMedianAnnual pay, May 2025. Source: BLS Occupational Employment and Wage Statistics.
Annual pay by percentile
Group
10th
25th
Median
75th
90th
Electrical contractors
$32,140
$38,930
$47,840
$59,800
$73,320
All industries
$30,310
$36,350
$45,010
$54,300
$64,680
BLS doesn’t publish pay for lighting installers on their own. These figures cover electrical contractors, which include them. Post a real range for your market in the ad.
The pay line in the template above is an example from our Role Blueprint. Set yours from these figures and what local companies pay.
Skills to hire for, and what you can teach
Hire for these
Answers phones and greets walk-ins with patience when the lines are busy
Catches number errors on invoices before they go out
Keeps CRM records complete: address, access notes, service type and history
Has entered invoices in QuickBooks or another accounting program
Writes clear, polite emails to homeowners and property managers
Teach these on the job
Your holiday packages, deposits and renewal process
Fixture names and retrofit terms that show up on invoices
ServiceTitan or the field service software you run
Which calls go to dispatch, sales, the crew lead or the quality inspector
How you store certificates of insurance and customer purchase orders
The template names QuickBooks, ServiceTitan, a CRM and Microsoft Office, plus the phone system and email. Name your own systems in the ad, and mention any fall evenings or Saturdays.
Lighting company office assistant interview questions
Two of the 6 questions we'd ask, and what a strong answer sounds like. Ask every candidate the same questions, and rate each answer on your own before you compare notes.
Situational · Handling the front desk
A customer walks in to drop off a check while two phone lines are ringing. What do you do?
A strong answer: Greets the customer, handles the calls briefly or lets them go to voicemail per policy, serves the walk-in and returns the calls quickly.
Behavioral · Attention to detail
Tell me about a time at work, school or volunteering when you caught a mistake in numbers or paperwork before it went out.
A strong answer: Describes a habit, like double-checking numbers, that caught it.
Gather several months of survey scores, invoice fixes and phone reports first; the fall season will stretch every number.
Customer satisfaction score (CSAT) ≥ 4.8/5.0
Use survey scores from the calls and visits the assistant handled. Read the comments about how the call went, wait times and follow-up, not the install itself.
Invoicing accuracy rate ≥ 98%
The share of invoices that never needed a correction, from your accounting system. Log why each fixed one went wrong: a count, a price, a missing purchase order.
Call handling efficiency
How long callers wait for a person, from the phone system, broken out by hour. Check busy fall mornings on their own, and look at missed calls returned the same day.
Record update accuracy ≥ 99%
Spot-check a sample of new and changed CRM records each week for missing or wrong fields, such as address, access notes or service type.
30/60/90-day ramp expectations
Check each measure at days 30, 60 and 90. Someone hired just before the fall rush should get a second look once calls slow down.
Career path
Office assistantRuns the front desk, the CRM and daily invoicing.
Does a lighting company office assistant need lighting experience?
No. The template treats it as nice to have. A careful admin from any home service office can learn fixture names, holiday packages and retrofit terms in one season. Hire for care with invoices and calm on the phone. Pair them with a crew lead to ask during their first month.
How much does a lighting company office assistant make?
Office clerks, general who work for electrical contractors earned a median of $23.00 an hour ($47,840 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $38,930 and $59,800 a year. Pay also depends on your local market, experience and overtime.
Should the office assistant also dispatch crews?
Usually not at a company this size. In the template, the assistant confirms visits with customers and the install team. A dispatcher plans the routes and moves jobs when the weather turns. In the fall rush, train the assistant to take holiday booking calls when the service reps are busy.
What does an office assistant do at a lighting company in the slow months?
After the January takedowns, the work turns to fixing customer records and chasing unpaid holiday invoices. The assistant sends renewal offers for next season and keeps up with retrofit billing. It's a good time to fix CRM fields that caused trouble in the fall.
What's a good skills test for an office assistant candidate?
Hand them a short stack: a retrofit invoice with a wrong fixture count, a holiday booking on a day that's full, and a voicemail asking for proof of insurance. Give them twenty minutes. Then ask what they fixed first and what they'd ask before sending anything.
