Administrative Assistant Job at Hedy Holmes Staffing Services in Livermore

Position

Administrative Assistant

Schedule: Monday - Friday 8am-5pm

Location: Livermore, CA

Responsibilities

• Checking work orders that are turned in to the scheduling department.
• Print out work orders sent in by email from project managers and customer service
• Collecting and preparing work orders that will be sent out from the front office.
• Collect “Quality Control Sheets” from the front office
• Send out work orders via Microsoft Outlook.
• Send out receivers, signed work orders, job site notes, and pictures of job sites to project managers
• Communicate via emails and properly label emails for effective flow of information.
• Collect Sign offs for Customer Service Department.
• Send Sign offs to Customer Service Department.
• File Sign offs to Customer Service Department.
• Provide ETA’s for Customer Service Department.
• Use RFMS for reports and scheduling
• Use Adobe Acrobat Reader
• Use Microsoft Word
• Generate reports on Microsoft Excel from bulk data provided by RFMS
• Data entry on Microsoft Excel (sign offs turned, pictures of material left behind)
• Turn in Excel Sheet of weekly numbers for meetings
• Turn in work orders to Billing Department
• Answer calls from installers, project managers, front office.
• Log defective materials that are turned in and keep it organized
• Send out supplementary work orders, down time, extra floor prep, and work order revisions etc.
• Communicate with project managers. (defective material issues, material shorts, needed materials to complete projects, job site not being ready, material approval for floor prep etc.)
• Communicate information that needs to be relayed from the project manager to the contractor. (details that need to be corrected, CBI’s that are pending, parking instructions, safety etc.)

Qualifications

• Minimum 2 years recent Administrative experience.
• Data Entry experience
• MS Office Knowledge