Administrative Assistant

This position will be out of our Mobile, AL Office.

This individual is efficient and comfortable being a member of a team. The ability to multi-task, while maintaining complex schedules and providing administrative support, is essential in this position. The ideal candidate for this job is resourceful, a good problem solver and organized. Assuring a steady completion of workload in a timely manner is key to success in this position.
Administrative Duties

Answer and direct incoming phone calls and emails
Greet customers, vendors, and visitors in a professional manner
Maintain organized electronic and paper filing systems
Process incoming and outgoing mail
Manage office supplies and coordinate office maintenance needs
Prepare reports, spreadsheets, and correspondence
Support branch leadership with administrative tasks and special projects

Service Operations Support

Assist with scheduling service inspections, repairs, and emergency calls
Assist with technician schedules and dispatching
Track inspection due dates and customer service requirements
Verify service tickets are completed and properly documented
Follow up with customers regarding appointments and service requests
Assist with maintaining inspection and testing records

Customer Service

Respond to customer inquiries
Create and update customer accounts
Handle service requests and or work orders
Maintain customer contact information
Prepare customer communications and notices

Sales and Estimating Support

Assist in preparing quotations, proposals, and contract documents
Track proposal activity and customer follow-ups
Maintain project files, permits, and documentation
Support project managers with administrative coordination and document control
Assist with project closeout packages and customer documentation
Assist sales representatives with administrative needs

Billing and Financial Support

Assist with and create invoices from completed work orders
Review technician paperwork for billing accuracy
Assist with accounts receivable collections
Process purchase orders and vendor invoices
Track job costs and project expenses
Reconcile branch reports and documentation

Project Administration

Set up new projects in company systems
Maintain project documentation
Track permits, inspections, and compliance requirements
Coordinate communication between customers, contractors, and field personnel

Compliance and Documentation

Support site specific and OSHA safety documentation requirements
Ensure inspection reports are properly filed
Maintain licensing, certification, and training records.
Organize inspection reports, contracts, and compliance documents
Support safety program administration and recordkeeping.
Ensure company records are accurate, complete, and up to date
Assist with audits and internal reporting requirements

Fleet and Employee Support

Help manage vehicle maintenance records
Track fuel cards and vehicle information
Process employee onboarding paperwork
Coordinate uniforms, badges, and equipment requests
Maintain employee personnel files
Support payroll and timekeeping processes

Key Skills

Customer Service
Scheduling and Coordination
Data Entry and Recordkeeping
Microsoft Office
Communication Skills
Organization and Time Management
Problem Solving
Team Collaboration
Billing and Documentation Management