Admin Assistant

Liquid Brand•Weslaco, TX

2d•Onsite

About The Position

Liquid Environmental Solutions is seeking an Administrative Assistant to support daily office operations for its Rio Grande Valley team, covering both Weslaco and San Antonio. The role supports service documentation, billing, scheduling, customer communication, and administrative follow-through in a busy service-based environment. The position is full-time and in person, Monday through Friday, 7:00 AM to 4:00 PM, at 1821 E. Sugar Cane Drive, Weslaco, TX 78599. Compensation is $18–$20 per hour depending on experience and qualifications, with weekly pay and available overtime. The Administrative Assistant prepares and reviews route and service records, supports billing and account updates, maintains permits and supplies, processes invoices and payments, and manages records and filing. The role also responds to customer communications, assists with scheduling and service coordination, prepares service-related documentation, supports managers with projects and reporting, and follows company policies and safety procedures.

Requirements

High school diploma or equivalent required.
Two or more years of experience in general office functions required.
Team player with a positive, professional attitude.
Strong organizational skills and attention to detail.
Ability to meet deadlines and remain composed under pressure.
Ability to manage multiple tasks, priorities, and follow-up items throughout the day.
Excellent written and verbal communication skills.
Ability to interact professionally with management, employees, customers, and vendors at all levels.
Analytical mindset and ability to review documents, reports, work orders, and data for accuracy.
Proficiency in Microsoft Excel and Word.
Ability to identify incorrect data and compare work orders to reports accurately.
Ability to work independently while supporting a team environment.
Professional appearance and demeanor.
Ability to work in general office conditions.
Ability to perform light lifting and bending when needed.

Nice To Haves

Previous experience in a billing, administrative support, customer service, or operations support role.
Previous experience in a billing role.
Experience scheduling service appointments, coordinating technician calendars, providing dispatch support, or following up with customers.
Experience preparing, editing, sending, or tracking customer proposals, estimates, quotes, or service documentation.
Experience with ServiceTitan or similar field-service management software.
Experience using CRM systems, customer portals, dispatch systems, billing platforms, or work order management tools.
Experience communicating with customers by phone and email about scheduling, service questions, paperwork, billing, and follow-up.
Experience supporting office operations through data entry, document management, customer coordination, vendor communication, and administrative follow-through.
Prior administrative experience in plumbing, environmental services, construction, HVAC, industrial services, field services, logistics, or a related service-based business.
Experience supporting managers with special projects, reporting, research, customer account updates, or operational follow-up.
Experience with Microsoft Outlook, Access, PowerPoint, and advanced Excel functions.

Responsibilities

Prepare daily route summaries and manifests for the FST team before on-duty time.
Review and approve daily work orders in the Transportation Supervisor Portal and customer-specific portals as required.
Review daily FST paperwork, including service location profiles, work completion forms, and manifests, for completeness; ensure customer signatures are captured where required.
Scan, file, and organize paperwork for billing submittal, including submissions for remote locations as required.
Verify customer check-in and check-out where required for services.
Post daily work orders and billing for the industrial segment.
Create credit memos to correct billing errors and submit CRM change requests for account updates.
Maintain waste hauling and disposal permits.
Maintain adequate inventory of PPE, tools, equipment, office supplies, and manifests.
Create purchase orders for supplies, services, and disposal.
Process invoices accurately and in a timely manner.
Maintain data, reports, records, and administrative tracking.
Answer incoming phone calls and emails and support the customer service process.
Communicate professionally with customers, vendors, managers, and team members by phone and email.
Assist with scheduling, customer follow-up, service coordination, and related administrative tasks.
Support preparation of proposals, estimates, quotes, and service documentation.
Use company systems, portals, CRM tools, and field-service software to support work orders, customer accounts, scheduling, billing, and service documentation.
Compose professional office and company-wide communications.
Maintain accurate and complete paper and electronic filing systems.
Provide guidance and assistance to personnel with office and administrative needs.
Conduct research for customers, auditors, regulatory agencies, and management as needed.
Accept and correctly process COD payments when needed.
Assist management with special projects, reporting, research, customer account updates, and operational follow-up.
Follow regulations, policies, work procedures, instructions, and safety rules; use appropriate safety equipment.
Perform other administrative and operational support duties as assigned.