Administrative Specialist

Service West Inc.
November 26, 2021
San Leandro, CA
Job Type


The Administrative Specialist will provide administrative support to both the Client Relations Team and Operations Team. The Administrative Specialist is responsible for providing a variety of services which would relieve the team’s administrative duties.

Specific Responsibilities and Duties include but are not limited to:


· Assists with hours approval in Orderworks

o Contacts crew members directly for clarifications and makes correctios if necessary

o Time Portal assistance

o Hours Discrepancies

· Collects and reviews all field paperwork daily in and out, sorting and disseminating information to correct internal parties as appropriate, after review and correction as necessary

· Assist with Field On/Off Boarding process

Client Relations

· Provides support to the Client Relations Team with backup

o Minor scheduling of routed/service work

· Manages front desk by answering main line calls and physical vendors and guests.

· Scans any project related paperwork and uploads them into E-Docs per project.

o Including signed work orders, delivery tickets, waste management receipts, etc.

· Assists with Pre/Post Install Data Entry into the company’s ERP system

· Assist Account Management Team with product pulls/order reconciliation

· Assist Account Management Team with invoicing

· Assist with pulling online Electrical Permits for Projects


  • Experience with ERP Systems preferred
  • Must be able to type 60 WPM and experience with 10 key
  • Intermediate or Higher Leve in Excel or Google Sheets
  • Excellent knowledge of MS Office
  • High level Interpersonal and communication skills
  • Knowledge of field operations, field paperwork, order processing and work order procedures preferred
  • Exemplary planning and time management skills
  • Demonstrated commitment to professionalism, integrity and sound judgment in business transactions, and providing of the highest level of customer satisfaction
  • Analytical and inquisitive skills, with the ability to identify and track down inconsistencies, clarifications and corrections with minimal oversight
  • Ability to make decisions based on completeness and understanding of information, and on adherence to company policy and procedures.
  • Ability to multitask and prioritize daily workload
  • High level verbal and written communications skills
  • Discretion and confidentiality
  • High School degree; additional qualification as personal assistant would be considered an advantage
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