Administrative Assistant

sebastiancorp; Fresno (CA); On-site; USD 38,000 - 52,000; Full time

Job summary

Sebastian is seeking an Administrative Assistant to support the Customer Service Department and ensure efficient operations. You will interact with customers, employees, and vendors, handling scheduling, work orders, billing support, data entry, and general office administration.

The role emphasizes accurate data handling, meticulous record-keeping, and cross‑department collaboration within a family‑owned California company with a long history of service.

Qualifications

• Two years of administrative, customer service, or office support experience.
• Excellent verbal and written communication skills.
• Strong organizational skills with attention to detail.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams).

Responsibilities

• Provide exceptional customer service to internal and external customers.
• Answer and direct incoming phone calls professionally.
• Assist with inquiries, service requests, and follow-up communications.
• Schedule service appointments and coordinate technician dispatches.
• Create and maintain customer accounts and service records.
• Process work orders and invoices with accurate data entry.
• Maintain confidential customer and company information.
• Support administrative functions for Customer Service and Contract Administration.

Skills

Customer service

Communication

Data entry

Multitasking

Microsoft Office

Education

High School diploma

Some college

Tools

Microsoft Word

Excel

Outlook

Teams

Job description

Sebastian is a premier provider of communications and construction services in California. With more than 70 years of experience, Sebastian is passionate about providing people with a great place to work. Our high growth and dynamic model offers employees the opportunity for career advancement. As a family company, we value the expertise and experience of our team.

Job Description

The Administrative Assistant is responsible for providing administrative and customer service support to ensure the efficient operation of the Customer Service Department. This position serves as a key point of contact for customers, employees, and vendors while assisting with scheduling, work orders, billing support, data entry, and general office administration.

Job Duties

• Provide exceptional customer service to internal and external customers.
• Answer and direct incoming phone calls professionally and courteously.
• Assist with customer inquiries, service requests, and follow‑up communications.
• Assist with scheduling service appointments and coordinating technician dispatches.
• Create, update, and maintain customer accounts and service records.
• Work order, invoice, and job creation including knowledge of appropriate cost codes.
• Prepare and process work orders, invoices, and related documentation.
• Enter and maintain accurate data within company software systems.
• Interact with subcontractors, vendors, and clients by telephone/email to obtain information about prelims, changes, prequalification, and project costs.
• Obtain information to complete and mail out preliminary notices in a timely manner.
• Verify subcontractors' licensing and insurance.
• Maintain current knowledge of company workflow and procedures.
• Maintain confidentiality of customer and company information.
• Maintain electronic and paperless filing systems.
• Assist in maintaining neat and organized paperless folders in appropriate systems.
• Support various administrative functions for the Customer Service and Contract Administration Departments.
• Assist with departmental initiatives, process improvements, and special projects.
• Ordering, stocking and organizing office supplies, break rooms and conference rooms.
• Other duties and responsibilities may be assigned as necessary.

Job Requirements

• Minimum of two (2) years of administrative, customer service, or office support experience.
• High School diploma, 2 years of college preferred.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Strong organizational skills with attention to detail.
• Ability to multitask and prioritize workload effectively.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Strong data entry and computer skills.

Physical, Mental and Environmental Requirements

• All requirements may be modified to reasonably accommodate individuals with disabilities.
• Ability to sit or stand for extended periods.
• Use of office equipment (typing, filing, phones, etc.).
• Occasional lifting (up to 20 pounds) and bending.
• Comfortable working in an office setting with potential noise.
• Ability to adapt to a dynamic work environment.

Compliance

• If you need an accommodation as part of the employment process, please contact Human Resources.
• Sebastian is an Equal Opportunity Employer, including disabled and veterans.