Administrative Assistant

Staples Energy Services LLC•San Diego, CA

About The Position

Overview We are seeking a highly organized and proactive Administrative Assistant to join our dynamic team. The ideal candidate will play a crucial role in supporting daily operations, ensuring efficient office management, and providing exceptional customer service. This position is expected to maintain frequent communication throughout the day with installers and other team members to help plan and organize their time for work schedules. The position requires the capability to work within in a fast-paced, high growth environment. Strong time management skills and the ability to communicate effectively with both internal teams and external clients are essential.

Requirements

High school degree required.
Must have a minimum of two (2) years of relevant experience.
Experience utilizing office productivity tools or databases including Microsoft Word, Excel and Outlook.
Excellent verbal and written skills
Pass all background and drug screens.
Must possess a high-level attention to detail and problem-solving skills
Strong communications skills, both oral and written.
Demonstrated experience preparing correspondence with accurate typing and spelling and thorough knowledge of grammar, sentence structure, and punctuation.
Strong organization, time management, and prioritization skills
Must demonstrate strong ethics, interpersonal skills, confidentiality, and the ability to effectively manage stress and engage in continuous learning.

Responsibilities

Accurately maintains database by entering new and updated customer and account information.
Processes customer and account source documents by reviewing data for deficiencies.
Correspond with field techs to ensure schedule is on time.
Plan and schedule jobs, projects, or tasks for various teams based on priorities, resource availability, and deadlines.
Data entry, invoicing, and reporting, assist with the monthly billing process.
Proactively manage tasks and prioritize responsibilities to ensure deadlines are met and projects are completed efficiently.
Resolves minor processing problems; seeks assistance from supervisor or other appropriate staff for issues beyond immediate expertise. Verifies and logs the receipt of data and obtains any data that is missing.
Answers phone directs calls to appropriate individuals and prepares messages.
Copies, sorts, and files records related to office activities, business transactions, and other matters.
Provide customer service by answering general questions about utility program qualifications and services.
Maintain an up-to-date basic understanding of utility program guidelines and changing trends in a rapidly changing environment.
Handles confidential material with discretion and professionalism.
Participates in special projects and performs other office duties as required.