Administrative Assistant 1

Position Title:                         Administrative Assistant IDivision/Department:             Maintenance/Facilities ServicesLocation:                                 Concord, CaliforniaReports To:                             Administrative Assistant IIFSLA Classification:              Non-ExemptPay Scale:                               $36.00-$42.00/hour                          About UsWe are a fast-paced building maintenance and facilities service company providing plumbing, electrical, and general maintenance support to commercial properties. We are looking for a dependable and meticulous Administrative Assistant to support our office operations and help keep our field teams running smoothly.Position SummaryThe Administrative Assistant will play a key role in daily coordination between customers, technicians, and management. This position requires strong organization skills, excellent communication, and the ability to manage multiple priorities while maintaining accuracy and professionalism.Key ResponsibilitiesAnswer and route incoming calls; provide customer support and service updates.Create, schedule, and track work orders using our service software.Assist with dispatching technicians and maintaining their daily schedules.Communicate with property managers, clients, and vendors regarding service requests, access, and follow-up.Maintain accurate records of jobs, proposals, invoices, and technician reports.Prepare and send proposals, service summaries, and basic correspondence.Track parts, materials, and equipment orders as needed.Support accounting with timecard review, billing assistance, and document collection.Perform general office duties such as scanning, filing, and email management.Assist management with administrative tasks and special projects as assigned.·       Track job progress from initial request through completion, ensuring all notes, photos, and documentation are uploaded.·       Maintain and update the service schedule daily, adjusting based on emergencies, technician availability, or customer requests.·       Support material procurement by requesting quotes, confirming pricing, and documenting PO numbers as needed.·       Help maintain company records such as vendor forms, insurance certificates, job contracts, and subcontractor information.·       File and organize receipts, delivery slips, invoices, and job-related documents for accounting.·       Review completed jobs for missing information, clarifying with technicians as needed.·       Assist with office operations such as ordering supplies, maintaining paperwork, and supporting management.·       Manage collections and maintaining communication with vendors and resolving any billing issues.·       Provide administrative coverage as needed to any affiliated companies.·       All other duties as assigned.QualificationsPrevious experience in building maintenance, construction, HVAC, or related service industry preferred.Effective communication and customer service skills.Ability to multitask effectively in a fast-paced environment.High attention to detail and accuracy.Proficient in Microsoft Office (Outlook, Excel, Word). Experience with service management software a plus.Strong organizational and follow-through skills.Dependable, proactive, and capable of working independently.Consistently follows up with customers, technicians, and vendors without needing reminders. Communicate status updates before others have to ask.Takes full responsibility for assigned tasks from start to finish, ensuring nothing is left incomplete or unverified.Anticipates issues (access problems, material delays, scheduling conflicts) and resolves or escalates them appropriately.Writes clear, concise, correctly formatted emails that reflect professionalism and represent the company well.Can oversee sensitive information with confidentiality and maturity.Education & Experience RequirementsHigh school diploma or equivalent required.Associate degree or coursework in business administration, office management, or related field preferred (not required).5 years of administrative experience in one or more of the following:Building maintenance / facilities servicesHVAC, plumbing, electrical, or construction tradesProperty managementService/dispatch environment.Experience using field service management software.Psychological Demands of the JobThe psychological demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Regularly (2/3 or more total time) required to:·       Changing priorities·       Being interrupted·       Juggling multiple tasks·       Working as part of a team·       Interacting with people from other departments·       Meeting deadlines·       Paying attention to detail·       Having to “think on their feet”·       Building rapport with customers/vendors/community contacts, etc.·       Dealing with a “fast-paced” environmentFrequently (1/3 to 2/3 total time) required to:·       Working alone·       Dealing with irritated and angry peoplePhysical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Regularly (2/3 or more total time) required to:·       Sit on an office chair for up to 8 hours per day.·       Use hands to finger, handle, or feel objects and controls such as those on telephones and computers.·       Talk and listen in person and on the telephone.·       Reach with hands and arms, grasp objects, push/pull file drawers of 10-50 pounds, twist with upper body, rotate the wrist, and use finger dexterity writing and using the computer.Frequently (1/3 to 2/3 total time) required to:·       Kneel to file·       Squat to file·       Bend to file Occasionally (up to 1/3 total time) required to:·       Lift 10 to 20 pounds from floor to desk or top of file cabinet and carry for a distance up to 10 to 40 feet.·       Bend to file or retrieve an item on the floor or in a drawer.·       Stand for several minutes at a time for up to 1 hour a day.·       Walk for a distance of up to 10 to 5,000 feet up to 4 hours a day.·       Climb stairs.Work EnvironmentThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet to moderate.Work is performed in an office, no telecommuting. Regular hours of work are 7:30 a.m. to 4:00 p.m., Monday through Friday.What We OfferCompetitive pay based on experience.Health benefits (if applicable).Paid time off and holidays.Company DescriptionWe are a fast-paced building maintenance and facilities service company providing plumbing, electrical, and general maintenance support to commercial properties.

Salary : $36 - $42