Administrative Assistant - City of Industry - Russell Tobin

    Russell Tobin
    Russell Tobin City of Industry

    4 hours ago

    Transportation / Logistics
    Description

    Russell Tobin's client is hiring an Administrative Assistant in City of Industry, CA

    Employment Type: Contract

    Location: Onsite - City of Industry, CA 90601

    Schedule: Monday-Friday 7am-4pm

    Pay rate: $35-$37/hr

    Responsibilities:

    • Perform routine administrative duties including answering and routing telephone calls, greeting visitors, typing, filing, handling mail, ordering supplies, and providing backup support to other administrative desks.
    • Generate weekly and monthly service reports and dashboards related to scheduling, invoicing, technician training matrix, and field service follow-ups. Actively monitor and track resolution of pending field issues.
    • Review technician time and expense documents to calculate billable and non-billable hours and report findings to Finance; collect and process weekly timesheets and overtime.
    • Schedule field service appointments, maintain a shared service calendar, and communicate with internal and external customers to ensure efficient and profitable utilization of the Field Service team.
    • Verify technician certifications and renewal requirements; ensure field engineers have proper qualifications, instructions, and equipment prior to customer site visits.
    • Work with customers, vendors, contractors, and internal teams to prepare quotes, obtain purchase orders, maintain active estimate logs, and follow up on service status.
    • Manage vendor and supplier processes, including invoicing, payments, and purchase order creation.
    • Support fleet vehicle administration including ordering, maintenance tracking, and retrieval coordination.
    • Provide telephone support for the Field Service department, independently resolving or escalating inquiries as needed.
    • Facilitate cross-functional meetings to address service-related issues and assist with departmental process improvement initiatives.
    • Assist field service team members with travel documentation and perform other duties as assigned.

    Requirements:

    • High school diploma or equivalent required
    • 2+ years of administrative or service coordination experience preferred
    • Strong organizational and multitasking skills
    • Excellent written and verbal communication skills
    • Proficient in Microsoft Office (Excel, Word, Outlook)
    • Detail-oriented with strong problem-solving abilities

    Benefits that Russell Tobin offers:

    Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance, and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.

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