Administrative Assistant

Hedy Holmes Staffing Services; Livermore (CA); On-site; USD 45,000 - 55,000; Full time

Job summary

A staffing agency in Livermore, CA is seeking an experienced Administrative Assistant to manage work orders and provide support to the customer service department. The ideal candidate will have a minimum of 2 years of administrative experience and strong data entry skills, along with proficiency in MS Office. This full-time role offers an opportunity to contribute effectively in a busy environment.

Qualifications

• Minimum 2 years recent Administrative experience.
• Data Entry experience.
• Knowledge of Microsoft Office.

Responsibilities

• Check work orders turned in to the scheduling department.
• Prepare work orders for the front office.
• Send out emails and ensure effective communication.

Skills

Data Entry

MS Office Knowledge

Tools

Microsoft Excel

Microsoft Word

Adobe Acrobat Reader

RFMS

Job description

Direct message the job poster from Hedy Holmes Staffing Services

Supervisor @ Hedy Holmes | l get things done!

Position: Administrative Assistant

Schedule: Monday - Friday 8am-5pm

Location: Livermore, CA

Job Duties include but are not limited to:

• Checking work orders that are turned in to the scheduling department.
• Print out work orders sent in by email from project managers and customer service
• Collecting and preparing work orders that will be sent out from the front office.
• Collect ‘Quality Control Sheets’ from the front office
• Send out work orders via Microsoft Outlook.
• Send out receivers, signed work orders, job site notes, and pictures of job sites to project managers
• Communicate via emails and properly label emails for effective flow of information.
• Collect Sign offs for Customer Service Department.
• Send Sign offs to Customer Service Department.
• File Sign offs to Customer Service Department.
• Provide ETA’s for Customer Service Department.
• Use RFMS for reports and scheduling
• Use Adobe Acrobat Reader
• Use Microsoft Word
• Generate reports on Microsoft Excel from bulk data provided by RFMS
• Data entry on Microsoft Excel (sign offs turned, pictures of material left behind)
• Turn in Excel Sheet of weekly numbers for meetings
• Turn in work orders to Billing Department
• Answer calls from installers, project managers, front office.
• Log defective materials that are turned in and keep it organized
• Send out supplementary work orders, down time, extra floor prep, and work order revisions etc.
• Communicate with project managers. (defective material issues, material shorts, needed materials to complete projects, job site not being ready, material approval for floor prep etc.)
• Communicate information that needs to be relayed from the project manager to the contractor. (details that need to be corrected, CBI’s that are pending, parking instructions, safety etc.)

Qualifications:

• Minimum 2 years recent Administrative experience.
• Data Entry experience
• MS Office Knowledge

Seniority Level

Associate

Employment Type

Full-time

Job Function

Administrative

Industries

Construction

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