Administrative Assistant

Control Air Enterprises•Anaheim, CA

About The Position

Control Air Enterprises LLC is seeking a highly organized, detail-oriented, and customer-focused Administrative Assistant to support daily operations and help teams work efficiently. The role coordinates office activities, supports field personnel, and provides customer service while managing multiple priorities in a fast-paced environment with accuracy, professionalism, and a positive attitude. The Administrative Assistant manages calendars and meetings, assists with weekly timecard processing, coordinates technician scheduling, enters operational information into Sage 300 (transitioning to Sage Intacct), assists customers with service scheduling and invoice questions, tracks office and snack supplies, and helps coordinate company events. The position supports efficient office operations and serves as a liaison among office staff, field technicians, customers, and leadership. The role is based in the company's Southern California operations. The advertised alternative schedule is Monday through Thursday, nine hours per day, and Friday, four hours. The salary range is $20–$30 per hour, depending on experience. Applicants must be legally authorized to work in the United States; employer-sponsored immigration or work authorization benefits are not available for this position.

Requirements

High school diploma required.
Proficiency with Office 365 Suite and digital communication tools required.
Strong interpersonal and communication skills and an upbeat, professional attitude.
Exceptional time-management and organizational abilities.
Problem-solving skills and meticulous attention to detail.
Ability to manage multiple priorities in a fast-paced environment while maintaining accuracy and professionalism.
Applicants must be legally authorized to work in the United States; the position is not eligible for employer-sponsored immigration sponsorship or work authorization benefits.

Nice To Haves

1–3 years of administrative experience preferred.
Experience with Sage 300 or Sage Intacct is a major plus.

Responsibilities

Manage calendars, coordinate meetings, and book conference rooms.
Assist with processing weekly timecards for office staff, technicians, and union employees.
Run weekly technician scheduling meetings via Microsoft Teams and act as a liaison between the office and field technicians.
Enter purchase orders, subcontracts, new service and construction jobs, and inventory charge-outs into Sage 300, which is transitioning to Sage Intacct.
Assist customers with scheduling service technicians and answer questions about invoices.
Track and maintain order lists for office and snack supplies.
Help coordinate office outings, team lunches, and holiday functions.
Provide administrative support that helps maintain efficient office operations and supports office and field teams.
Maintain accurate and timely data entry, timekeeping records, purchase orders, job information, and system documentation.
Respond professionally to customer inquiries and help resolve scheduling and invoicing needs.
Support communication and teamwork among office personnel, field technicians, customers, and leadership.
Contribute to a positive workplace culture and support team and company initiatives.