Service Administrative Assistant

AMPAM Parks Mechanical•Poway, CA

4d•$28 - $29

About The Position

The Service Administrative Assistant provides comprehensive administrative and operational support to the office, primarily assisting the service department. The role is a central resource for maintaining an efficient workplace and ensuring employees have the equipment, supplies, and support needed to perform their jobs effectively. The assistant works closely with the Service Manager, provides exceptional internal customer service, and maintains organized office operations. The position manages office supplies and purchasing, answers phones, greets visitors, assists with accounts receivable invoicing, receives and distributes deliveries, and supports general administrative projects. It also provides support to multiple departments, backs up the Service Department during busy periods or employee absences, and assists with cross-department projects and operational initiatives. The successful candidate is proactive, organized, and resourceful, helping keep supplies stocked, technology organized, travel coordinated, invoices processed, and new employees equipped. Applicants must be currently authorized to work in the U.S. on a full-time basis without future employment sponsorship.

Requirements

High school diploma or equivalent.
At least 2 years of administrative assistant, office coordinator, or executive support experience.
Experience supporting multiple departments in a fast-paced office environment.
Excellent organizational and time management skills.
Strong attention to detail and ability to manage multiple priorities.
Outstanding customer service and interpersonal skills.
Strong written and verbal communication abilities.
Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and Teams.
Ability to learn new software systems and technology platforms.
Strong problem-solving skills and initiative.
Ability to maintain confidentiality and professionalism.
Ability to work independently while supporting multiple departments.
Currently authorized to work in the U.S. on a full-time basis without future employment sponsorship.

Nice To Haves

Experience coordinating office technology, purchasing, and vendor management.
Experience supporting operations within the construction, fire protection, or service industry.

Responsibilities

Manage office supply inventory and coordinate general office purchasing.
Answer phones and greet visitors.
Assist with accounts receivable invoicing.
Order supplies from approved vendors and monitor inventory levels.
Receive, organize, and distribute office deliveries.
Assist with general administrative projects and special assignments as requested.
Provide administrative support to multiple departments as needed.
Serve as backup support for the Service Department during periods of increased workload or employee absences.
Assist with cross-department projects and operational initiatives.
Perform other administrative duties as assigned to support business operations.