Administrative Support

4 weeks ago

Anaheim, United States South Shore Building Services Full time

**SUMMARY**: Responsible for interfacing with Service Auto Pilot to update work orders and customer information, support scheduling and execute contracts. You will send daily reports to ensure customer satisfaction. Interface with different departments as necessary to ensure customer concerns are addressed.

**Duties & Responsibilities**
- Support scheduling team by building jobs within Service Auto Pilot.
- Be responsible for closing out work orders in a timely manner.
- Order product materials and equipment for jobs.
- Generate ready invoice reports for accounting to process.
- Follow up on pending inspections and editing work orders.
- Send out service notifications to clients.
- Answer phones, direct to appropriate personnel.
- Upload company information onto vendor portals.
- Maintain the damages and complaints process from beginning to end.
- Crew payroll, employee vacation requests, maintain Attendance tracker, track & monitor.
- Run the Operational Efficiency Initiative.
- Execute Contracts in a timely manner.

**Required Qualifications**
- 2 + years of experience.
- Must be a self-starter capable of taking on tasks with little direction or supervision.
- Must possess a high level of professionalism and positive attitude when interacting with colleagues, clients, guests, and other employees in the office.
- Must be comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasks.
- Must possess excellent interpersonal and written and verbal communication skills.
- Must have initiative with ability to anticipate needs and complete important tasks without needing to be asked.
- Bilingual in English/Spanish, able to communicate and fluently.

**Administrative Support**
- Maintain the damages and complaints process from beginning to end.
- Manage progress reports to clients at commencement of jobs.
- Review Contracts/Certificate of Insurance/Purchase Orders, approve and send back to clients.
- Answer phones and direct calls to appropriate departments.
- Support scheduling team by building jobs within Service Auto Pilot.
- Be responsible for closing out work orders in a timely manner.
- Generate ready invoice reports for accounting to process.
- Order product materials and equipment for jobs.
- Follow up on pending inspections and editing work orders.

**Qualifications**
- Required Bilingual in English and Spanish.
- Ability to define problems and resolve them quickly.
- Independent decision maker and able to work with changing priorities and or situations.
- Strong interpersonal and writing skills.
- Must be a self-starter who can work well with people at all levels.
- Excel, Outlook, Word, Database Software
- 2+ Industry and/or related job experience and responsibility
- Preferred: Experience with Customer Database software (Service Autopilot, Salesforce, Yardi, etc.)

Pay: $21.00 - $23.00 per hour

**Benefits**:

- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: In person

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