Administrative Assistant

ELECTRO MOTIVE FORCE INC DBA EMF FIRE SOLUTIONS; Chino (CA); On-site; USD 38,000 - 54,000; Full time

Benefits offered by this job

401(k)

Health Insurance

Paid Time Off

Vision Insurance

Job summary

EMF Fire Solutions (Electro Motive Force Inc) is seeking a Service Administrative Assistant to join our team in California. You will handle clerical and administrative tasks to support service operations and ensure customer satisfaction.

You will schedule service calls with the service manager, coordinate procurement, manage orders, and assist project managers with tech scheduling, invoicing, and documentation in QuickBooks. Must be reliable and team-oriented.

Qualifications

• Must have strong organizational and multitasking abilities.
• Basic quantitative math skills (percentages, sums).
• Detail oriented, punctual and reliable.
• Problem solving and communication skills essential.
• Able to learn proprietary software and adapt quickly.
• Experience in a service‑based business is a plus.

Responsibilities

• Schedule and coordinate service calls with the service manager.
• Coordinate procurement of equipment and manage orders.
• Assign job numbers and organize service, inspection, and material orders.
• Assign purchase orders to vendors.
• Upload inspection reports using company software.
• Schedule techs for jobsites with project managers.
• Invoice and upload documents to QuickBooks.
• Daily follow‑up with customers by phone and email.
• Operate office equipment and maintain a productive work environment.

Skills

Excellent telephone/communication

Detail oriented

Problem solving

Team oriented

Able to learn proprietary software

Basic math

Dependable

Prior service-based experience

Education

High school diploma or equivalent

Associate degree (preferred)

Tools

QuickBooks

Driver’s license

Job description

Future Opening: Administrative Assistant

We are seeking a Service Administrative Assistant to join our team! You will perform clerical and administrative functions in order to drive company success.

Responsibilities

• Work with service manager to schedule and coordinate service calls
• Coordinate procurement of equipment
• Assign job numbers and organize service, inspection, material orders
• Assign purchase orders to vendors
• Upload inspection reports using company software
• Work with project managers to schedule techs for jobsites
• Invoice and upload documents to QuickBooks
• Collections
• Daily telephone and email follow-through with customers
• Work as a team player who is willing to help others
• Operate computer and office productivity machinery (copier, printer, etc.)
• Remain in a stationary position 50% or more of the time

Qualifications

• Ability to prioritize based on current project demands
• Basic quantitative math skills (percentages, basic addition and subtraction)
• Detail oriented, prompt, on time
• Problem solving
• Excellent telephone, interpersonal, and communication skills
• Dependable and able to complete tasks without need for follow‑up
• General knowledge of office practices/procedures and equipment
• Ability to learn proprietary software
• Work in a fast‑paced service environment
• Team orientation to achieve company goals
• Prior experience in a service‑based business

Required Skills/Qualifications

• Valid driver’s license
• High school diploma (bachelor’s degree or equivalent work experience preferred)
• Drug screening required

Preferred

• Availability to start within two weeks of offer acceptance
• Background in construction and accounting helpful

Work Environment

This job is in an office setting requiring a stationary position 50% of the day.

Benefits

• 401(k)
• Health Insurance
• Paid Time Off
• Vision Insurance

Schedule

• 8‑hour shift
• Monday to Friday

Experience

• QuickBooks: 3 years (preferred)

Education

• Associate degree (preferred)

License

• Driver’s license (required)

Work Location

To be determined.