Administrative Assistant

Control Air Enterprises LLC; Anaheim (CA); On-site; USD 28,000 - 41,000; Full time

Benefits offered by this job

Medical, dental, and vision benefits

Life Insurance

Long-Term Disability Insurance

Paid holidays

Paid time off

Employee stock ownership plan (ESOP)

Job summary

Control Air Enterprises LLC is seeking an Administrative Assistant to support daily operations, coordinate field activities, and provide excellent customer service. The role emphasizes calendar management, timekeeping, and data entry across Sage 300 systems.

A strong communicator with 1–3 years of admin experience and a high school diploma is preferred. You will contribute to an ESOP-owned culture, support field personnel, and help maintain efficient office operations in a fast-paced environment

Qualifications

• 1-3 years of administrative experience preferred.
• High school diploma required.
• Proficiency with Office 365 Suite and digital communication tools.
• Experience with Sage 300 or Sage Intacct is a major plus!
• Strong interpersonal and communication skills with an upbeat, professional attitude.

Responsibilities

• Schedule & Calendar Management: Manage calendars, coordinate meetings, and book conference rooms.
• Timekeeping Support: Assist with processing weekly timecards for office staff, technicians, and union employees.
• Field Operations: Run weekly technician scheduling meetings via Microsoft Teams and liaison between the office and field technicians.
• System Data Entry: Enter Purchase Orders, subcontracts, new service/construction jobs and enter inventory charge outs into Sage 300 (Soon to be Sage Intacct).
• Customer Service: Assist customers with scheduling technicians for service calls and invoice questions they may have.
• Inventory Management: Track and maintain order lists for office and snack supplies.
• Company Culture: Help coordinate office outings, team lunches, and holiday functions.

Skills

Communication skills

Time management

Organizational skills

Interpersonal skills

Education

High school diploma

Tools

Sage 300

Sage Intacct

Office 365

Job description

Control Air Enterprises LLC is seeking a highly organized, detail-oriented, and customer-focused Administrative Assistant who is passionate about supporting daily operations and helping teams work efficiently. The ideal candidate possesses strong communication, time management, and organizational skills, along with the ability to effectively coordinate office activities, support field personnel, and provide exceptional customer service. This individual must be capable of managing multiple priorities in a fast-paced environment while maintaining accuracy, professionalism, and a positive attitude in all interactions.

Why Join Us?

• Employee-owned company through our ESOP program
• Industry leader in mechanical construction since 1979
• Career growth and advancement opportunities
• Collaborative and team-oriented culture
• Challenging and rewarding projects
• Ongoing training and professional development
• Competitive compensation and benefits package

Responsibilities Include:

• Schedule & Calendar Management: Manage calendars, coordinate meetings, and book conference rooms.
• Timekeeping Support: Assist with processing weekly timecards for office staff, technicians, and union employees.
• Field Operations: Run weekly technician scheduling meetings via Microsoft Teams and liaison between the office and field technicians.
• System Data Entry: Enter Purchase Orders, subcontracts, new service/construction jobs and enter inventory charge outs into Sage 300 (Soon to be Sage Intacct)
• Customer Service: Assist customers with scheduling technicians for service calls and invoice questions they may have.
• Inventory Management: Track and maintain order lists for office and snack supplies.
• Company Culture: Help coordinate office outings, team lunches, and holiday functions.

Qualifications:

• Experience Level: 1-3 years of administrative experience preferred.
• Education: High school diploma required.
• Technical Skills: Proficiency with Office 365 Suite and digital communication tools required. Experience with Sage 300 or Sage Intacct is a major plus!
• Soft Skills: Strong interpersonal and communication skills with an upbeat, professional attitude.
• Organization: Exceptional time-management abilities, problem-solving skills, and meticulous attention to detail.

What Success Looks Like:

• Provide exceptional administrative support that helps maintain efficient office operations and supports both office and field teams.
• Effectively manage schedules, meetings, calendars, and technician coordination to ensure daily operations run smoothly and on time.
• Maintain accurate and timely data entry, timekeeping records, purchase orders, job information, and system documentation.
• Deliver outstanding customer service by professionally assisting customers, responding to inquiries, and helping resolve scheduling and invoicing needs.
• Serve as a reliable liaison between office personnel, field technicians, customers, and leadership while fostering strong communication and teamwork.
• Contribute to a positive workplace culture through professionalism, accountability, attention to detail, and support of team and company initiatives.

Salary Range:

$20/hr. - $30/hr. (DOE)

• Medical, dental, and vision benefits
• Life Insurance
• Long-Term Disability Insurance
• Paid holidays
• Paid time off
• Employee stock ownership plan (ESOP)

Work Schedule:

Alternative Work Schedule: Monday - Thursday, 9 hours per day; Friday, 4 hours.

About Control Air Enterprises LLC:

We have been in business for over 42 years and are a full Mechanical HVAC contracting firm specializing in Major Construction, Tenant Improvement, Industrial, Plumbing, Retrofit, Service, Controls, Energy Commissioning and Detailing. Our divisions can handle a wide range of projects and services that include Design Build, Design Assist and Plan & Spec for facilities in the Medical, Entertainment, Laboratory, Hotel, Resort, Office, Government, Education, Civic and Commercial industries. We are also 100% employed owned (ESOP), have over 1,000 family members, and have one of the largest fabrication shops in California. Our corporate headquarters are in Southern California (Anaheim - just south of Los Angeles), conveniently located near several major freeways. We also have offices in San Diego and Livermore (Northern California). Our manufacturing facilities are located in Anaheim (Southern California) and Livermore (Northern California).

Applicants must be legally authorized to work in the United States. Employment eligibility will be verified in accordance with applicable federal law following hire. This position is not eligible for employer-sponsored immigration sponsorship or work authorization benefits now or in the future.

Control Air Enterprises LLC is an Equal Opportunity Employer and is committed to providing a workplace free from discrimination, harassment, and retaliation.

We recruit, hire, train, promote, compensate, and administer all employment practices based on qualifications, merit, business needs, and other legitimate job-related factors. We are committed to providing equal employment opportunities to all qualified applicants and employees.

Control Air does not discriminate on the basis of race, color, ancestry, national origin, religion, creed, sex, gender, gender identity, gender expression, sexual orientation, pregnancy, childbirth, breastfeeding, reproductive health decision-making, age (40 and over), physical disability, mental disability, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.

Applicants Requiring Accommodation:

Control Air is committed to providing reasonable accommodations to qualified individuals with disabilities throughout the application and hiring process.

If you require assistance completing an application, participating in an interview, or otherwise participating in the recruiting process, please contact

Requests for accommodation will be handled confidentially and in accordance with applicable federal, state, and local laws.

No Agency Submissions:

Control Air does not accept unsolicited resumes, candidate profiles, or candidate submissions from staffing agencies, search firms, or third-party recruiters for this position.

Any unsolicited submissions received without a current signed agreement and written authorization from Control Air's Human Resources or Talent Acquisition Department will be considered the property of Control Air. Control Air will not be obligated to pay any placement, referral, or recruiting fees associated with such submissions.

Equal Opportunity Employer, including disabled and veterans.