Job Description

Administrative Assistant

This role is ideal for someone who is highly organized, detail-oriented, customer-focused, and comfortable supporting daily office operations, service documentation, billing, scheduling support, customer communication, and administrative follow-through in a busy service-based environment.

Location: 12740 Vigilante Rd Lakeside CA 92040
Schedule: Monday through Friday, 8:30 AM – 4:00 PM
Compensation: $26.00
Pay: Weekly pay with available overtime
Job Type: Full-time, in person

Essential Duties and Responsibilities

• Prepare daily route summaries and manifests for the FST team before on-duty time.
• Review and approve daily work orders in the Transportation Supervisor Portal and any customer-specific portals as required.
• Review daily FST paperwork, including service location profiles, work completion forms, and manifests for completeness.
• Ensure customer signatures are captured where required.
• Properly scan, file, and organize paperwork for billing submittal.
• Manage paperwork submittal for remote locations as required.
• Verify customer check-in/check-out where required for services.
• Post daily work orders and billing for the industrial segment.
• Create credit memos as needed to correct billing errors.
• Create and submit CRM change requests for required account updates.
• Maintain waste hauling and disposal permits.
• Maintain adequate inventory of supplies to support the team, including PPE, tools, equipment, office supplies, and manifests.
• Create purchase orders for supplies, services, and disposal.
• Process invoices accurately and in a timely manner.
• Maintain data, reports, records, and administrative tracking as required.
• Answer incoming phone calls and emails while supporting the customer service process.
• Communicate professionally with customers, vendors, managers, and team members by phone and email.
• Assist with scheduling support, customer follow-up, service coordination, and related administrative tasks as needed.
• Support proposal, estimate, quote, and service documentation preparation as needed.
• Use company systems, portals, CRM tools, and field-service software as required to support work orders, customer accounts, scheduling, billing, and service documentation.
• Compose professional office and company-wide communications.
• Provide excellent customer service and communicate courteously and professionally with fellow team members, management, clients, and vendors.
• Work cooperatively with managers and peers across multiple departments and locations.
• Maintain accurate and complete paper and electronic filing systems.
• Provide guidance and assistance to personnel with office and administrative needs.
• Conduct research as needed on behalf of customers, auditors, regulatory agencies, and management.
• Accept COD payments and process them correctly when needed.
• Assist management with special projects, reporting, research, customer account updates, and operational follow-up.
• Lead by example in abiding by all regulations, policies, work procedures, and instructions.
• Demonstrate cooperation with all safety rules and use all appropriate safety equipment.
• Perform other administrative and operational support duties as assigned.

Minimum Knowledge, Skills, and Ability Requirements

• Team player with a positive, professional attitude.
• Strong organizational skills and attention to detail.
• Ability to meet deadlines and maintain poise under pressure.
• Ability to manage multiple tasks, priorities, and follow-up items throughout the day.
• Excellent written and verbal communication skills.
• Ability to interact professionally with all levels of management, employees, customers, and vendors.
• Analytical mindset with the ability to review documents, reports, work orders, and data for accuracy.
• Proficient in Microsoft Excel and Word.
• Strong attention to detail when checking for incorrect data and comparing work orders to reports.
• Ability to work independently while also supporting a team environment.
• Professional appearance and demeanor.
• Ability to work in general office conditions.
• Ability to perform light lifting and bending when needed.

Education and Experience Requirements

• High school diploma or equivalent required.
• Two or more years of experience in general office functions required.
• Previous experience in a billing, administrative support, customer service, or operations support role strongly preferred.

Preferred Qualifications

• Previous experience in a billing role.
• Experience with scheduling service appointments, coordinating technician calendars, dispatch support, or customer follow-up.
• Experience preparing, editing, sending, or tracking customer proposals, estimates, quotes, or service documentation.
• Experience using ServiceTitan or similar field-service management software.
• Experience using CRM systems, customer portals, dispatch systems, billing platforms, or work order management tools.
• Experience communicating with customers by phone and email regarding scheduling, service questions, paperwork, billing items, and follow-up needs.
• Experience supporting office operations through data entry, document management, customer coordination, vendor communication, and administrative follow-through.
• Prior administrative experience in plumbing, environmental services, construction, HVAC, industrial services, field services, logistics, or a related service-based business.
• Experience supporting managers with special projects, reporting, research, customer account updates, or operational follow-up.
• Experience with Microsoft Outlook, Access, PowerPoint, and advanced Excel functions preferred.
• MS Office Suite certifications

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance