Robert Half
Job Description
Job Description
We are looking for a dedicated Administrative Assistant to join our team in Irvine, California. This Contract-to-permanent position offers an exciting opportunity to support our Commercial Fire Protection team with a blend of administrative and coordination responsibilities. The ideal candidate will excel at customer service, project coordination, and maintaining operational efficiency within a fast-paced environment.
Responsibilities:
• Coordinate service and project activities, including scheduling work orders and monitoring their progress.
• Handle incoming customer calls related to service dispatching, scheduling, and general inquiries.
• Prepare detailed estimates and proposals to support the Operations and Business Development teams.
• Procure necessary parts and materials for service work orders to ensure timely completion.
• Create and dispatch work orders for planned maintenance and service tasks.
• Oversee monthly maintenance accounts, maintaining communication with contract customers and subcontractors.
• Monitor technician check-ins and check-outs in compliance with company safety policies, reporting any discrepancies.
• Develop and maintain customer satisfaction follow-up procedures, providing feedback to senior management.
• Generate reports to track service and project metrics effectively.
• Provide service quotes to customers in collaboration with the Service Supervisor.• Strong administrative skills, with experience in data entry and receptionist duties.
• Proficiency in handling inbound calls and providing excellent customer service.
• Familiarity with fire safety and suppression systems is highly preferred.
• Proven ability to coordinate projects and manage multiple tasks simultaneously.
• Experience in dispatching and scheduling work orders.
• Competence in creating and analyzing reports using spreadsheets.
• Ability to procure materials and parts for service-related tasks.
• Effective communication skills to interact with customers, team members, and management.
Responsibilities:
• Coordinate service and project activities, including scheduling work orders and monitoring their progress.
• Handle incoming customer calls related to service dispatching, scheduling, and general inquiries.
• Prepare detailed estimates and proposals to support the Operations and Business Development teams.
• Procure necessary parts and materials for service work orders to ensure timely completion.
• Create and dispatch work orders for planned maintenance and service tasks.
• Oversee monthly maintenance accounts, maintaining communication with contract customers and subcontractors.
• Monitor technician check-ins and check-outs in compliance with company safety policies, reporting any discrepancies.
• Develop and maintain customer satisfaction follow-up procedures, providing feedback to senior management.
• Generate reports to track service and project metrics effectively.
• Provide service quotes to customers in collaboration with the Service Supervisor.• Strong administrative skills, with experience in data entry and receptionist duties.
• Proficiency in handling inbound calls and providing excellent customer service.
• Familiarity with fire safety and suppression systems is highly preferred.
• Proven ability to coordinate projects and manage multiple tasks simultaneously.
• Experience in dispatching and scheduling work orders.
• Competence in creating and analyzing reports using spreadsheets.
• Ability to procure materials and parts for service-related tasks.
• Effective communication skills to interact with customers, team members, and management.