Office Admin

Tech-24 A Commercial Food Service Repair Company Inc•Ontario, CA

2d•$0 - $24•Onsite

About The Position

The Office Administrator plays a key role in supporting daily service operations for UST, a Tech24 company specializing in commercial kitchen equipment repair and service. This position is responsible for the accurate creation, processing, and ongoing maintenance of work orders, customer and vendor information, service activity, and updates across internal systems and customer portals. The Office Administrator will work closely with technicians, service management, customers, vendors, and internal teams to ensure work orders are accurate, service information is up to date, and required documentation is completed throughout the service process. This role is ideal for a highly organized and detail-oriented individual who is comfortable working with computer systems, databases, customer portals, email, and work order management platforms. The ability to manage multiple priorities while maintaining accuracy and timely communication is essential.

Requirements

2+ years of experience in office administration, service coordination, dispatching, data entry, or a similar administrative role
Strong computer skills and the ability to work comfortably with multiple systems and web-based platforms
Strong attention to detail and a high level of accuracy when entering and updating information
Strong organizational and time-management skills with the ability to manage multiple priorities
Excellent written and verbal communication skills
Proficiency with Microsoft Office, email, databases, and web-based applications
Ability to learn new software and systems quickly
Strong problem-solving and follow-up skills
Ability to work independently while collaborating effectively with technicians, management, customers, and vendors
Dependable, professional, and customer-focused
High school diploma or equivalent required

Nice To Haves

Experience working in HVAC, refrigeration, commercial kitchen equipment, construction, facilities, or another service/repair environment is a plus
Experience managing work orders, service portals, databases, or field service management software is preferred
additional education or certifications are a plus

Responsibilities

Create, process, update, and maintain work orders throughout the service lifecycle
Enter and maintain accurate customer, equipment, service, and job information within company systems
Perform frequent updates to work order portals, customer portals, and internal service platforms
Monitor work orders for missing information, documentation, status updates, and required follow-up
Update service activity, technician notes, estimates, approvals, and job statuses as required
Manage service-related email inboxes and respond to or route inquiries appropriately
Create and maintain new customer records, vendor information, and other administrative databases
Coordinate service and scheduling information between technicians, service management, customers, and internal teams
Communicate with customers regarding service status, scheduling information, documentation, and other administrative needs
Answer and route incoming phone calls in a professional and customer-focused manner
Assist with processing estimates, purchase orders, invoices, and other service-related documentation
Upload and maintain required documents, photos, service records, and other job information within applicable portals
Monitor customer and vendor portals for new work, updates, approvals, or required actions
Support system integrations and data accuracy between service platforms, customer portals, and internal systems
Maintain organized digital records and ensure documentation is complete and accurate
Identify discrepancies or missing information and follow up with the appropriate team members for resolution
Assist service management and technicians with administrative tasks that support efficient service delivery
Maintain confidentiality and accuracy when handling customer and company information
Perform other administrative duties as assigned to support service operations