Administrative Support - Anaheim, United States - South Shore Building Services

Description

Responsible for interfacing with Service Auto Pilot to update work orders and customer information, support scheduling and execute contracts.

• Support scheduling team by building jobs within Service Auto Pilot.
• Be responsible for closing out work orders in a timely manner.
• Order product materials and equipment for jobs.
• Generate ready invoice reports for accounting to process.
• Follow up on pending inspections and editing work orders.
• Send out service notifications to clients.
• Answer phones, direct to appropriate personnel.
• Upload company information onto vendor portals.
• Maintain the damages and complaints process from beginning to end.
• Crew payroll, employee vacation requests, maintain Attendance tracker, track & monitor.
• Run the Operational Efficiency Initiative.
• Execute Contracts in a timely manner.

• 2 + years of experience.
• Must be a selfstarter capable of taking on tasks with little direction or supervision.
• Must possess a high level of professionalism and positive attitude when interacting with colleagues, clients, guests, and other employees in the office.
• Must be comfortable working in a fastpaced environment with short deadlines, interruptions, and multiple tasks.
• Must possess excellent interpersonal and written and verbal communication skills.
• Must have initiative with ability to anticipate needs and complete important tasks without needing to be asked.
• Bilingual in English/Spanish, able to communicate and fluently.

• Maintain the damages and complaints process from beginning to end.
• Manage progress reports to clients at commencement of jobs.
• Review Contracts/Certificate of Insurance/Purchase Orders, approve and send back to clients.
• Answer phones and direct calls to appropriate departments.
• Support scheduling team by building jobs within Service Auto Pilot.
• Be responsible for closing out work orders in a timely manner.
• Generate ready invoice reports for accounting to process.
• Order product materials and equipment for jobs.
• Follow up on pending inspections and editing work orders.

• Required Bilingual in English and Spanish.
• Ability to define problems and resolve them quickly.
• Independent decision maker and able to work with changing priorities and or situations.
• Strong interpersonal and writing skills.
• Must be a selfstarter who can work well with people at all levels.
• Excel, Outlook, Word, Database Software
• 2+ Industry and/or related job experience and responsibility
• Preferred: Experience with Customer Database software (Service Autopilot, Salesforce, Yardi, etc.)

• 401(k)
• 401(k)

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off

• 8 hour shift
• Monday to Friday