General Admin Assistant (Work Orders Support)

Job title: General Admin Assistant

Type of employment: Full-time

Shift Schedule: Monday–Friday 8:00 AM–5:00 PM PST

High-level summary:

Provide remote administrative support for customer, property, and service-account updates.

Process assigned administrative work orders accurately and within required deadlines while maintaining clear and complete records in the systems.

Provide cross-trained backup support for Mapping when assigned, following established procedures and escalating missing information or decisions requiring approval.

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.