Operations and Admin

Pacificlift; Pasadena (CA); On-site; USD 34,000 - 41,000; Full time

Job summary

Pacific Lift in Pasadena seeks an organized administrative and operational support person to move service and project work from customer request through dispatch, purchasing, billing, and closeout. The role acts as a responsive coordination point for customers and internal teams while keeping records accurate.

This on-site, full-time position reports to the Operations Manager. Expect daily use of email, calendars, invoicing, and purchasing workflows to ensure timely processing and strong

Qualifications

• Experience in administrative support, customer service, office coordination, service operations, or a related role.
• Strong organization, attention to detail, follow-through, and written and verbal communication skills.
• Comfort with email, calendars, spreadsheets, document tools, and business systems; ability to learn dispatch, accounting, and purchasing workflows.
• Ability to handle multiple requests, prioritize deadlines, and maintain a courteous and professional manner with customers and coworkers.
• Sound judgment when handling records, customer information, purchasing documents, and billing details.

Responsibilities

• Monitor service and general office communications; respond to routine inquiries, route requests, and maintain professional, timely customer follow-up.
• Support service dispatch by entering requests, coordinating appointment details, communicating schedule updates, and maintaining accurate work-order status.
• Assist with purchasing and parts administration by preparing purchase requests or orders, tracking shipments, matching documentation, and following up on open items under approval procedures.
• Prepare, review, and route invoices, service tickets, time records, expense documentation, and other operational paperwork for accuracy and timely processing.
• Maintain organized electronic and paper records, customer and vendor information, project and service files, and required documentation using company systems.
• Provide general office support, including data entry, document preparation, filing, meeting coordination, and supply tracking.
• Coordinate with service, project management, sales, vendors, and accounting to resolve routine administrative issues and escalate exceptions or approval needs.
• Follow company procedures for confidential information, purchasing authorization, record retention, and customer communications.

Skills

Administrative support

Customer service

Office coordination

Service operations

Attention to detail

Written & verbal communication

Multitasking

Tools

ERP/CRM systems

Spreadsheet software

Job description

Provide dependable administrative and operational support across Pacific Lift’s Pasadena office, helping service and project work move smoothly from customer request through dispatch, purchasing, billing, and closeout. This role serves as a responsive coordination point for customers and internal teams while keeping records and transactions accurate.

Location: Pasadena, CA. Employment: Full-time; on-site. Final schedule to be provided during hiring. Pay: $25–$30/hour. Reports to: Operations Manager or designated department lead.

Key responsibilities

• Monitor service and general office communications; respond to routine inquiries, route requests, and maintain professional, timely customer follow-up.
• Support service dispatch by entering requests, coordinating appointment details, communicating schedule updates, and maintaining accurate work-order status.
• Assist with purchasing and parts administration by preparing purchase requests or orders, tracking shipments, matching documentation, and following up on open items under approval procedures.
• Prepare, review, and route invoices, service tickets, time records, expense documentation, and other operational paperwork for accuracy and timely processing.
• Maintain organized electronic and paper records, customer and vendor information, project and service files, and required documentation using company systems.
• Provide general office support, including data entry, document preparation, filing, meeting coordination, and supply tracking.
• Coordinate with service, project management, sales, vendors, and accounting to resolve routine administrative issues and esc **al**ate exceptions or approval needs.
• Follow company procedures for confidential information, purchasing authorization, record retention, and customer communications.

Success measures

• Accuracy and timeliness of invoices, records, and data entry
• Customer response time and follow-through
• Work-order, purchasing, and billing process completion
• Organization and completeness of administrative files
• Clear coordination across service, projects, vendors, and accounting

Minimum qualifications

• Experience in administrative support, customer service, office coordination, service operations, or a related role; equivalent combinations of education and experience considered.
• Strong organization, attention to detail, follow-through, and written and verbal communication skills.
• Comfort with email, calendars, spreadsheets, document tools, and business systems; ability to learn dispatch, accounting, and purchasing workflows.
• Ability to handle multiple requests, prioritize deadlines, and maintain a courteous and professional manner with customers and coworkers.
• Sound judgment when handling records, customer information, purchasing documents, and billing details.

Preferred qualifications

• Business, accounting, communications, or office administration coursework or experience
• Automotive service, equipment, construction, dealership, or industrial business experience
• Experience with service dispatch, invoicing, purchase orders, or ERP/CRM systems

Work environment and physical requirements

The role is primarily office-based at the Pasadena location. Work includes regular computer use, phone and email communication, and handling files or office supplies. Reasonable accommodation is available for qualified applicants and employees.

Equal opportunity and accommodation

Pacific Lift & Equipment is an equal opportunity employer. Applicants may request a reasonable accommodation during the application or interview process. The company will consider qualified applicants without regard to any characteristic protected by applicable law.