General Admin Assistant (Work Orders Support)

About the Company:

A family-owned commercial service contractor serving Northern California, providing maintenance and service support across Lighting, Electrical, Plumbing, and Mechanical departments.

Company core values:

* Excellence
* Vision
* Respect
* Communication
* Ownership

Objective of this role:

* Complete assigned administrative work orders accurately and within required deadlines.
* Maintain current customer, property, contact, and service-account records.
* Ensure work-order notes, logs, statuses, and supporting documentation are complete.
* Provide reliable backup support for Mapping when assigned.
* Escalate missing information, unclear instructions, missing approvals, and requests outside assigned authority.

Responsibilities:

General Administration & Work Orders

* Add or correct customer and property contact names, titles, phone numbers, email addresses, and associated site records using verified information.
* Set up new sites by entering customer, property address, service type, billing/contact details, and other required information.
* Review assigned work orders, identify the requested change, complete authorized updates, and document the work performed.
* Prepare, track, or route pre-lien information and supporting documentation according to established procedures and deadlines.
* Process Certificates of Insurance (COI) requests by collecting required details, routing documentation, and tracking outstanding items.
* Update account or technician assignments when directed and ensure related records and reports reflect approved changes.
* Update assigned trackers and prepare requested status, reassignment, and administrative activity reports.

Deadlines, Documentation & Communication

* Monitor assigned administrative work orders and prioritize tasks to meet required completion deadlines.
* Report potential delays before deadlines are missed.
* Confirm that the problem type and requested action match the work order before processing.
* Seek clarification when instructions are incomplete or inconsistent.
* Document completed actions in appropriate work-order notes and logs.
* Attach required supporting files and update work-order status according to procedures.
* Provide timely updates to internal team members through Front and approved tracking tools.
* Escalate exceptions, missing approvals, and requests outside assigned authority.

Mapping Backup Coverage

* Cross-train on assigned Lighting, Plumbing, and HVAC mapping tasks.
* Provide coverage when the Mapping Administrative Assistant is unavailable or additional support is needed.
* Assist with map corrections, fixture or equipment labels, pole-labeling work orders, blank map requests, and Mapping Dashboard updates.
* Review completed backup work for accuracy.
* Maintain the same work-order deadlines and documentation standards as regular administrative assignments.

Required skills and qualifications:

* Strong accuracy when entering customer, property, contact, and work-order information.
* Ability to manage multiple assigned work orders and prioritize tasks by deadline.
* Ability to consistently complete tasks on time.
* Clear written English communication skills.
* Organized documentation and dependable follow-through.
* Ability to complete assigned tasks independently after training.
* Ability to follow established procedures.
* Ability to escalate unclear instructions or decisions requiring approval.
* Reliable availability during business hours.
* Willingness to assist with additional administrative tasks and cross-train on Mapping procedures.

Preferred skills and qualifications:

* One to two years of administrative experience.
* Familiarity with customer, property, and service-account records.
* Experience working with administrative work orders or service-related documentation.
* Familiarity with FieldOps and Front.
* Working knowledge of Google Workspace.
* Familiarity with Google Maps, Google Sheets, and Publisher is helpful for Mapping backup coverage.
* Ability to quickly learn specific systems and procedures.

Additional Requirements:

* Tech Specs: Laptop: High-spec, e.g., 16GB RAM, 256GB SSD, i5 10th gen+ or Ryzen equivalent.
* Dual monitors are required.
* Internet: Two separate, wired connections (e.g., PLDT + Converge). Mobile data is not a sufficient backup.