Administrative Assistant

Sebastian Corp•Fresno, CA

22d•$20 - $25•Onsite

About The Position

The Administrative Assistant is responsible for providing administrative and customer service support to ensure the efficient operation of the Customer Service Department. This position serves as a key point of contact for customers, employees, and vendors while assisting with scheduling, work orders, billing support, data entry, and general office administration.

Requirements

Minimum of two (2) years of administrative, customer service, or office support experience.
High School diploma, 2 years of college preferred.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Strong organizational skills with attention to detail.
Ability to multitask and prioritize workload effectively.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
Strong data entry and computer skills.

Responsibilities

Provide exceptional customer service to internal and external customers.
Answer and direct incoming phone calls professionally and courteously.
Assist with customer inquiries, service requests, and follow-up communications.
Assist with scheduling service appointments and coordinating technician dispatches.
Create, update, and maintain customer accounts and service records.
Work order, invoice, and job creation including knowledge of appropriate cost codes.
Prepare and process work orders, invoices, and related documentation.
Enter and maintain accurate data within company software systems.
Interact with subcontractors, vendors, and clients by telephone/email to obtain information about prelims, changes, prequalification, and project costs.
Obtaining information to complete and mail out preliminary notices in a timely manner.
Verify subcontractors' licensing and insurance.
Maintain current knowledge of company workflow and procedures.
Maintain confidentiality of customer and company information.
Maintain electronic and paperless filing systems.
Assist in maintaining neat and organized paperless folders in appropriate systems.
Support various administrative functions for the Customer Service and Contract Administration Departments.
Assist with departmental initiatives, process improvements, and special projects.
Ordering, stocking and organizing office supplies, break rooms and conference rooms.
Other duties and responsibilities may be assigned as necessary.