Administrative Operations Coordinator

Southern California Illumination Lighting Solutions; Irvine (CA); On-site; USD 45,000 - 75,000; Full time

Benefits offered by this job

401k program

Health insurance

Job summary

Southern California Illumination Lighting Solutions in Irvine, CA is seeking an Administrative Sales Coordinator to support daily operations and collaborate across Sales, Quotations, Management, Accounting, HR, and IT. The role offers fast-paced variety, exceptional customer service, and opportunities to cross-train within the administrative team.

Requirements include a high school diploma (associate/bachelor preferred) and 2+ years in administrative or sales support.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• 2+ years of administrative, office coordination, customer service, or sales support experience preferred.
• Excellent organizational, communication, and customer service skills.
• Ability to manage multiple priorities with strong attention to detail.
• Self-motivated, dependable, and able to work independently and with others.
• Professional demeanor with problem-solving and decision-making abilities.
• Strong time management and ability to prioritize projects.

Responsibilities

• Provide administrative support to Sales, Management, Accounting, HR, and other departments.
• Operate the main telephone console and manage general voicemail and company email communications.
• Prepare and distribute recurring sales, booking, backlog, and management reports.
• Coordinate meetings, calendars, conference room scheduling, travel arrangements, and company events.
• Maintain CRM databases, customer information, manufacturer records, and company documentation.
• Prepare customer submittal packages and support sales administration activities.
• Assist with onboarding activities, time-off administration, payroll support, and HR functions.
• Support Accounting with administrative tasks, documentation, reporting, and invoice coordination.
• Assist with office operations, vendor coordination, mail distribution, facilities support, and special projects.
• Crosstrain within the administrative team to provide backup across multiple functions.

Skills

Excellent organizational skills

Strong communication

Customer service oriented

Multitasking

Independent yet collaborative

Education

High school diploma or equivalent

Associate or Bachelor's degree preferred

Tools

Microsoft Office Suite

Microsoft Teams

CRM software

HRIS experience (Paylocity)

Job description

The following position will be based in Irvine, California, working with a team of professionals within SCI, one of the leading Lighting and Control Agencies in the country.The Administrative Sales Coordinator plays a vital role in supporting the daily operations of SCI by collaborating across all departments, including Sales, Quotations, Management, Accounting, Human Resources, and Information Technology, as well as our customers and manufacturer partners. This position provides administrative pre- and post-sales support while ensuring the timely coordination of reports, meetings, communications, and office operations.The successful candidate thrives in a fast-paced environment, enjoys variety in their work, and takes pride in delivering exceptional customer service and administrative support. This individual is highly organized, detail-oriented, dependable, and capable of managing multiple priorities while exercising sound judgment and maintaining a positive, professional attitude.

Key Responsibilities

• Provide administrative support to Sales, Management, Accounting, HR, and other departments.
• Operate the main telephone console and manage general voicemail and company email communications.
• Prepare and distribute recurring sales, booking, backlog, and management reports.
• Coordinate meetings, calendars, conference room scheduling, travel arrangements, and company events.
• Maintain CRM databases, customer information, manufacturer records, and company documentation.
• prepare customer submittal packages and support sales administration activities.
• Assist with onboarding activities, time-off administration, payroll support, and general HR functions.
• Support Accounting with administrative tasks, documentation, reporting, and invoice coordination.
• Assist with office operations, vendor coordination, mail distribution, facilities support, and special projects.
• Crosstrain within the administrative team to provide backup support across multiple functions.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Two or more years of administrative, office coordination, customer service, or sales support experience preferred.
• Excellent organizational, communication, and customer service skills.
• Ability to manage multiple priorities while maintaining exceptional attention to detail.
• Self-motivated, dependable, and capable of working independently and collaboratively.
• Professional demeanor with strong problem-solving and decision-making abilities.
• Strong time management and organizational skills with the ability to prioritize multiple projects.

Technical Skills

• Proficiency with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
• Microsoft Teams
• CRM or business management software
• General office equipment and technology
• Experience with Paylocity or similar HRIS systems is a plus

Compensation & Benefits

SCI will provide a comprehensive compensation package commensurate with your experience and qualifications. SCI also offers a 401k program, and a comprehensive health insurance program, including medical, dental and vision benefits.The salary range for this position is $45K-$75K annually.