Admin Assistant Lakeside, CA (San Diego)

Administrative Assistant

This role is ideal for someone who is highly organized detail-oriented customer-focused and comfortable supporting daily office operations service documentation billing scheduling support customer communication and administrative follow-through in a busy service-based environment.

Location: 12740 Vigilante Rd Lakeside CA 92040
Schedule: Monday through Friday 8:30 AM 4:00 PM
Compensation: $26.00
Pay: Weekly pay with available overtime
Job Type: Full-time in person

Essential Duties and Responsibilities

• Prepare daily route summaries and manifests for the FST team before on-duty time.
• Review and approve daily work orders in the Transportation Supervisor Portal and any customer-specific portals as required.
• Review daily FST paperwork including service location profiles work completion forms and manifests for completeness.
• Ensure customer signatures are captured where required.
• Properly scan file and organize paperwork for billing submittal.
• Manage paperwork submittal for remote locations as required.
• Verify customer check-in/check-out where required for services.
• Post daily work orders and billing for the industrial segment.
• Create credit memos as needed to correct billing errors.
• Create and submit CRM change requests for required account updates.
• Maintain waste hauling and disposal permits.
• Maintain adequate inventory of supplies to support the team including PPE tools equipment office supplies and manifests.
• Create purchase orders for supplies services and disposal.
• Process invoices accurately and in a timely manner.
• Maintain data reports records and administrative tracking as required.
• Answer incoming phone calls and emails while supporting the customer service process.
• Communicate professionally with customers vendors managers and team members by phone and email.
• Assist with scheduling support customer follow-up service coordination and related administrative tasks as needed.
• Support proposal estimate quote and service documentation preparation as needed.
• Use company systems portals CRM tools and field-service software as required to support work orders customer accounts scheduling billing and service documentation.
• Compose professional office and company-wide communications.
• Provide excellent customer service and communicate courteously and professionally with fellow team members management clients and vendors.
• Work cooperatively with managers and peers across multiple departments and locations.
• Maintain accurate and complete paper and electronic filing systems.
• Provide guidance and assistance to personnel with office and administrative needs.
• Conduct research as needed on behalf of customers auditors regulatory agencies and management.
• Accept COD payments and process them correctly when needed.
• Assist management with special projects reporting research customer account updates and operational follow-up.
• Lead by example in abiding by all regulations policies work procedures and instructions.
• Demonstrate cooperation with all safety rules and use all appropriate safety equipment.
• Perform other administrative and operational support duties as assigned.

Minimum Knowledge Skills and Ability Requirements

• Team player with a positive professional attitude.
• Strong organizational skills and attention to detail.
• Ability to meet deadlines and maintain poise under pressure.
• Ability to manage multiple tasks priorities and follow-up items throughout the day.
• Excellent written and verbal communication skills.
• Ability to interact professionally with all levels of management employees customers and vendors.
• Analytical mindset with the ability to review documents reports work orders and data for accuracy.
• Proficient in Microsoft Excel and Word.
• Strong attention to detail when checking for incorrect data and comparing work orders to reports.
• Ability to work independently while also supporting a team environment.
• Professional appearance and demeanor.
• Ability to work in general office conditions.
• Ability to perform light lifting and bending when needed.

Education and Experience Requirements

• High school diploma or equivalent required.
• Two or more years of experience in general office functions required.
• Previous experience in a billing administrative support customer service or operations support role strongly preferred.

Preferred Qualifications

• Previous experience in a billing role.
• Experience with scheduling service appointments coordinating technician calendars dispatch support or customer follow-up.
• Experience preparing editing sending or tracking customer proposals estimates quotes or service documentation.
• Experience using ServiceTitan or similar field-service management software.
• Experience using CRM systems customer portals dispatch systems billing platforms or work order management tools.
• Experience communicating with customers by phone and email regarding scheduling service questions paperwork billing items and follow-up needs.
• Experience supporting office operations through data entry document management customer coordination vendor communication and administrative follow-through.
• Prior administrative experience in plumbing environmental services construction HVAC industrial services field services logistics or a related service-based business.
• Experience supporting managers with special projects reporting research customer account updates or operational follow-up.
• Experience with Microsoft Outlook Access PowerPoint and advanced Excel functions preferred.
• MS Office Suite certifications

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Required Experience:

Junior IC