Admin Assistant

Hydrogen Group; San Diego (CA); On-site; USD 41,000 - 48,000; Full time

Job summary

Hydrogen Group in San Diego, CA seeks an experienced administrative support professional for a 2-year contract. The role provides administrative support to supervisors and specialists, coordinates day-to-day operations, and handles permits, work orders, schedules, and documentation.

Requirements include a High School Diploma, 2-5 years of admin experience (Level II), proficiency in SAP or Smartsheet preferred, and strong Microsoft Outlook/Word/Excel/Teams skills.

Qualifications

• High School Diploma or equivalent required.
• 2-5 years of relevant administrative support experience (Level II).
• Experience with SAP and/or Smartsheet is highly preferred.
• Experience supporting operations, scheduling, work order management, or utility/construction environments is a plus.

Responsibilities

• Provide administrative support to supervisors and specialists.
• Coordinate with municipalities regarding permits and required documentation.
• Schedule field work, personnel, and equipment.
• Create, update, and maintain work orders.
• Assemble and organize job packets for field operations.
• Monitor job status, condition codes, and close completed work orders.
• Track and enter employee training assignments and completion records.
• Maintain accurate records and documentation.
• Communicate effectively with internal teams and external stakeholders.
• Prioritize multiple assignments while meeting deadlines in a fast-paced environment.
• Work independently with minimal supervision while collaborating effectively with team members.

Skills

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

Verbal and written communication

Organization

Time management

Multitasking

Independent work

Teamwork

Education

High School Diploma or equivalent

Tools

SAP

Smartsheet

Job description

LOCATION: San Diego, CA
SCHEDULE: Monday - Friday | 6:30 AM - 3:00 PM PST | 100% Onsite (5 Days/Week)

DURATION: 2-Year Contract

PAY: $30-35/hour

Job Responsibilities:

In this role, you will provide administrative support to supervisors and specialists while coordinating day-to-day operational activities. Key responsibilities include:

• Supporting field operations by:
  • Contacting municipalities and agencies to obtain permits.
  • Scheduling work activities, crews, and equipment.
  • Preparing and assembling job packets.
  • Creating and managing work orders.
  • Monitoring condition codes and closing completed jobs.
  • Tracking assigned training and entering completed training records.
• Providing administrative assistance to supervisors and support staff.
• Coordinating multiple priorities while ensuring accuracy and timely completion of assignments.
• Performing additional administrative duties as assigned (not to exceed 5% of responsibilities).

Essential Duties and Job Functions:

• Provide administrative support to department supervisors and specialists.
• Coordinate with municipalities regarding permits and required documentation.
• Schedule field work, personnel, and equipment.
• Create, update, and maintain work orders.
• Assemble and organize job packets for field operations.
• Monitor job status, condition codes, and close completed work orders.
• Track and enter employee training assignments and completion records.
• Maintain accurate records and documentation.
• Communicate effectively with internal teams and external stakeholders.
• Prioritize multiple assignments while meeting deadlines in a fast-paced environment.
• Work independently with minimal supervision while collaborating effectively with team members.

Knowledge & Skills:

• Proficiency in Microsoft Outlook, Word, Excel, and Microsoft Teams.
• Excellent verbal and written communication skills.
• Ability to communicate effectively with a variety of audiences.
• Strong organizational skills with exceptional attention to detail.
• Excellent time management and prioritization skills.
• Ability to multitask and manage competing priorities simultaneously.
• Self-motivated with the ability to work independently.
• Strong collaboration and teamwork skills.
• Quick learner with strong information retention.
• Ability to facilitate discussions and communicate effectively across teams.

Education & Experience:

• High School Diploma or equivalent required.
• 2-5 years of relevant administrative support experience (Level II).
• Experience with SAP and/or Smartsheet is highly preferred.
• Experience supporting operations, scheduling, work order management, or utility/construction environments is a plus.

Additional Information:

• All equipment will be provided by the client.
• One round of interviews with the hiring manager and two supervisors.
• Manager is looking to move quickly with interviews.
• Top qualities for success: Strong multitasking abilities, quick learner with excellent retention, and exceptional attention to detail.

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