Administrative Assistant

ServiceMaster Restore 9669 - Irvine; California; On-site; USD 60,000 - 80,000; Full time

Job summary

An established industry player is seeking a detail-oriented administrative assistant to support business operations. In this dynamic role, you will assist management and team members with a variety of tasks, including processing invoices, customer service follow-ups, and managing correspondence. Your proficiency in Microsoft Office applications, particularly Outlook and Excel, is essential for success. This position offers the opportunity to thrive in a fast-paced environment while honing your organizational and communication skills. If you're adaptable and eager to contribute to a collaborative team, this role is perfect for you.

Qualifications

• Previous administrative assistant experience preferred but not required.
• Experience with Microsoft Office applications required.

Responsibilities

• Prepares correspondence, reports, and may initiate routine correspondence.
• Answers calls, greets visitors, and resolves inquiries.

Skills

Verbal communication skills

Written communication skills

Time management

Organizational skills

Problem-solving skills

Education

High school diploma/GED

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

Microsoft PowerPoint

ServiceMaster CRM

Job description

Position Overview

Successful candidates will have experience in an office setting. Position assists the business owners, management team, and team members with a variety of tasks including processing invoices, collecting payments, customer service follow-up, answering phones, using multiple types of software, and interfacing with customers and suppliers. Experience with Outlook and Excel are a must. Prefer strong writing and problem-solving skills.

Job Responsibilities

1. Prepares correspondence, memoranda, reports, etc.
2. May initiate routine and non-routine correspondence
3. May book travel and reconcile expense reports
4. Answers telephone calls, greets visitors, and resolves routine and complex inquiries
5. May schedule appointments & meetings
6. May enter new jobs into ServiceMaster CRM, capturing relevant customer and job information
7. May utilize the assistance of one or more support staff members on a reporting or project basis
8. Operates a personal computer and appropriate software packages or its equivalent
9. May follow up with customers on work performed
10. May call customers to collect payments
11. May assist other departments within the company
12. Understands ServiceMaster operating systems and the services we offer

Job Requirements

1. High school diploma/GED required
2. Previous administrative assistant experience preferred but not required
3. Experience and skill with Microsoft Office applications (Word, Outlook, PowerPoint, and Excel) required
4. Comfortable using multiple types of software
5. Personal time management and organizational skills
6. Verbal and written communication skills
7. Dependable and adaptable to operate within a fast-paced work environment
8. Ability to manage highly confidential information

Physical Demands and Working Conditions

The physical demands are representative of those that must be met by an employee to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Incumbent must be prepared to:

1. Move up to 20 pounds occasionally, by lifting, carrying, pushing, pulling, or otherwise repositioning objects.
2. Sit for long periods of time while using office equipment such as computers, phones, etc.
3. Perform fingering and repetitive motions, such as movement of wrists, hands, and fingers while picking, pinching, and typing during normal working hours.
4. Have close visual acuity to perform detail-oriented activities at distances close to the eyes, as well as visual acuity to perform activities such as preparing and analyzing data, viewing a computer screen.
5. Be exposed to various inside working conditions: The change of building environment such as with or without air conditioning and heating.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by associates assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. The Company reserves the right to modify this description in the future, with or without notice to the employee. This Job Description does not create an employment contract, implied or otherwise, and employment with the Company remains at will. These responsibilities are subject to possible modification to reasonably accommodate individuals with disabilities.