Administrative Assistant

AppleOne Employment Services; Hayward (CA); On-site; USD 58,000 - 62,000; Full time

Benefits offered by this job

Major medical

Dental

Vision

401k

Job summary

AppleOne is seeking a dependable Administrative Assistant for a temp-to-hire opportunity in Hayward, CA. You will support customers, technicians, vendors, and staff while coordinating daily service operations in a small, team-focused office.

The role emphasizes clear communication, adaptability, and accuracy, with a busy service desk that benefits from organized, detail-oriented individuals who enjoy customer service and scheduling.

Qualifications

• 3–5 years of administrative, clerical, customer service, dispatch, or office support experience.
• Strong customer service skills with empathy, patience, and professionalism.
• Excellent organizational skills with attention to detail and accuracy.
• Ability to multitask and stay calm with changing schedules.

Responsibilities

• Answer, screen, and direct incoming calls while providing excellent customer service.
• Schedule and confirm service appointments; assist with technician dispatch coordination.
• Perform invoicing, data entry, and customer record maintenance using QuickBooks.
• Assist technicians with paperwork, service forms, billing details, and documentation.
• Support daily office operations, including filing, follow-up, and general coordination.
• Maintain a professional, organized, team-focused office environment in a fast-moving service setting.

Skills

Administrative support

Customer service

Scheduling

Dispatch coordination

Data entry

Microsoft Office

Excel basics

Tools

QuickBooks

Job description

Job Summary

We are seeking a dependable and highly organized Administrative Assistant for a temp-to-hire opportunity with a well-established commercial HVAC and refrigeration service company in Hayward, CA. This role is ideal for someone who enjoys customer service, scheduling, dispatch coordination, invoicing, and keeping a busy service office running smoothly.

This is a small, close-knit office environment where communication, adaptability, teamwork, and accountability are highly valued. The company offers a supportive culture, experienced leadership, and a team-oriented atmosphere where employees are trusted, appreciated, and encouraged to contribute. If you are looking for more than a routine administrative position and want to become an important part of a service-focused team, this could be an excellent fit.

The Administrative Assistant will support customers, technicians, vendors, and internal staff while helping coordinate daily service operations. The right candidate will be personable, detail-oriented, calm under pressure, and comfortable adapting to changing priorities throughout the day.

Key Responsibilities

• Answer, screen, and direct incoming phone calls professionally while providing excellent customer service.
• Schedule and confirm service appointments, communicate updates, and assist with technician dispatch coordination.
• Perform accurate invoicing, data entry, and customer record maintenance using QuickBooks.
• Assist technicians with paperwork, service forms, billing details, and required documentation.
• Support daily office operations, including administrative tasks, filing, follow-up, and general office coordination.
• Help maintain a professional, organized, and team-focused office environment in a fast-moving service setting.

Compensation and Benefits

• Compensation: $58,240 to $62,400 per year.
• Job Type: Temp-to-Hire.
• Location: Hayward, CA.

For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

Required Qualifications and Skills

• Coordinate service scheduling, customer communication, and dispatch support for field technicians.
• Manage invoicing, data entry, customer records, and administrative documentation.
• Provide daily office support in a busy commercial HVAC and refrigeration service environment.
• Communicate professionally with customers, technicians, vendors, management, and office staff.
• 3 to 5 years of administrative, clerical, customer service, dispatch, or office support experience.
• Strong customer service skills with the ability to communicate with empathy, patience, and professionalism.
• Excellent organizational skills with strong attention to detail and accuracy.
• Ability to multitask, prioritize, and stay calm when service needs or schedules change.
• Proficiency with Microsoft Office and basic knowledge of Microsoft Excel.
• Good computer, keyboarding, verbal communication, and written communication skills.
• Ability to learn quickly, retain new information, and take initiative.
• Dependable, responsible, honest, and accountable with a strong work ethic.
• Team-oriented personality with the flexibility to support coworkers wherever needed.
• Comfortable working in a small office environment and adapting to different personalities and communication styles.

Preferred Qualifications

• QuickBooks experience is preferred.
• Previous experience in HVAC, refrigeration, plumbing, construction, field service, dispatch, or a similar service-based environment is a plus.
• Experience assisting technicians, coordinating service paperwork, or supporting field operations is helpful.

Equal Opportunity Employer / Disabled / Protected Veterans

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The pay transparency policy is available here:

For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.