Administrative Asst and Project Coordinator

Owen Smart Video Solutions Inc•Irvine, CA

11d•Onsite

About The Position

We are seeking a highly organized, detail‑oriented Project Coordinator to join our Installations and Inventory team. In this role, you will play a central part in ensuring our service team supports customers efficiently and professionally. You will interact directly with customers to provide exceptional service, gather essential information, and maintain accurate notes and call records in our database. This position is key to maintaining strong alignment between account managers and technicians throughout the job lifecycle. Your ability to communicate clearly, troubleshoot issues, and manage multiple priorities will help us deliver consistent, high‑quality service that exceeds customer expectations. The job operates in a professional office environment. Monday to Friday; 8 a.m. to 5 p.m. If you are proactive, resourceful, and thrive in a fast‑paced environment, we would love to meet you.

Requirements

Customer Service experience of 1-2 years in a related industry
Track record of team development
Ability to think strategically
Excellent attention to detail and accuracy.
Strong client-facing communication and interpersonal skills along with active listening.
Ability to prioritize and manage multiple tasks in a fast-paced environment.
Excellent knowledge of management methods and techniques
High school diploma or equivalent
Able to pass a drug screening.
Clean background check.

Responsibilities

Serve as the primary liaison between account managers, technicians, and customers throughout the job process
Provide direct customer service, including answering inquiries, resolving concerns, and ensuring a positive customer experience
Perform accurate data entry of sensitive customer information
Process billing, apply payments, and assist with account‑related questions
Manage the job queue, monitor incoming emails, and prioritize tasks effectively
Create new customer profiles and set up new systems in the database
Input materials and documentation for each job to maintain accurate records
Coordinate and manage the schedule for all active jobs
Arrange lift rentals and ensure equipment is available when needed
Register alarm permits and ensure compliance with local requirements
Create and maintain monitoring accounts for new installations
Support the Installations and Inventory team with additional administrative or operational tasks as needed
Other duties as assigned