Service Administrative Assistant

Span; California; Vor Ort; USD 45.000 - 65.000; Vollzeit

Zusammenfassung

Span is seeking an administrative support specialist in California to provide essential clerical and research functions for the Service Department. You will handle billing, contracts, filing, correspondence, and document control while supporting project managers and technicians.

Responsibilities include meeting note distribution, data compilation, travel arrangements, and training or assisting other staff as needed to ensure high-quality client service and efficient operations.

Qualifikationen

• High school diploma or equivalent required.
• At least 3 years of administrative support experience.
• Typing speed of 45 words per minute or faster.
• Proficiency with MS Word, Excel, PowerPoint and Outlook.

Aufgaben

• Prepare billings, contracts, change orders, reports, memos and letters using Word and Excel.
• Answer phones, file documents, and manage document control.
• Train or assist clerical staff and coordinate with technicians and office management.
• Arrange travel for service technicians as needed.
• Record and distribute meeting notes; support project managers with data research.

Kenntnisse

Typing 45 wpm

Ausbildung

High school diploma or equivalent

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Jobbeschreibung

Position Summary

Provide administrative support to the Service Department by conducting research, preparing statistical reports, handling information requests, and performing administrative/clerical functions such as preparing correspondence, billings, contracts, filing, answering phones, document control, etc. May also train and assist other administrative or clerical staff, liaison between technicians and office management, and any other special projects as assigned by management.

Reasonable Accommodations Statement

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Essential Functions

Safety Responsibilities

• Prioritize safety as the utmost importance, even before production, and promote a team culture that makes safety the primary focus for all employees at all times
• Adhere to safety procedures in accordance with OSHA safety policies and regulations

Strategic Responsibilities:

• Fully understands and shares a passion for the Company’s core values, mission, and objectives.
• Builds and maintains strong relationships as trusted advisors to our clients.

Other Responsibilities:

• Perform general office duties such as maintain records, manually and digitally filing documents, and basic bookkeeping work.
• Interprets administrative and operating policies and procedures for employees.
• Prepares billings, contracts, change orders, change order proposals, reports, memos, letters, transmittals and other documents, using Microsoft Word, Excel spreadsheets, other databases, and /or presentation software.
• Reads and analyzes incoming memos, e-mail, correspondence, submissions, and reports in order to determine their significance and plan their distribution.
• Files and retrieves corporate documents, records, and reports.
• Opens, sorts, and distributes incoming correspondence, including faxes and email.
• Conducts research, compiles data, and prepares papers for consideration and presentation by project managers, and management.
• Conducts and analyzes internet research.
• Trains or assists other administrative or clerical staff.
• Assists with making travel arrangements for Service Technicians, as needed.
• Attends meetings in order to record notes.
• Compiles, transcribes, and distributes meeting notes.
• Provides our Clients and co-workers with the highest level of service and quality.
• Performs any special projects as directed by management.
• Runs company errands.

Education: High school graduate or equivalent

Experience: 3 years of experience in administrative support

Computer Skills: Microsoft Word, Excel, PowerPoint, Outlook. Type 45 words per minute.

Certifications & Licenses: None

Other Requirements: Must be able to receive instruction and supervision.