Administrative Assistant/Customer Service Rep

Administrative Assistant
Position Overview:
We are seeking a proactive and detail-oriented Administrative Assistant to provide essential clerical and administrative support to our team. In this role, you will oversee routine processes, manage information requests, coordinate logistics, and ensure smooth day-to-day operations. As a vital member of our team, you will collaborate closely with administrators and employees, organize files, create correspondence, and prepare reports and other key documents.

Key Responsibilities:

• Provide administrative support for various projects, assignments, and department functions.
• Manage and oversee assigned tasks, ensuring timely and accurate execution.
• Implement and maintain efficient office operations, processes, and procedures.
• Monitor and maintain office supply inventory to ensure uninterrupted office functionality.
• Organize and coordinate meetings, appointments, and calendars.
• Collaborate with the operations team to address and resolve building maintenance needs.
• Coordinate multi-party logistics to ensure seamless delivery and scheduling.
• Track, monitor, and process order revisions, including deductions and additions.
• Handle credit and rebills, concessions, and proof-of-delivery documents efficiently.
• Assist with the preparation and filing of freight claims.
• Support customers and the credit department in resolving credit holds, CODs (cash on delivery), and processing credit card payments.
• Address policy and procedural questions and provide solutions as required.
• Take on additional responsibilities and projects as assigned by the manager.

Qualifications and Skills:

• Proficiency with general office practices and requirements.
• Strong computer literacy, with a solid working knowledge of Microsoft Office (Word, Excel, Outlook, etc.).
• Exceptional interpersonal and communication skills, with the ability to collaborate effectively with individuals across different roles and departments.
• Organized and detail-oriented with excellent problem-solving skills.
• Demonstrates reliability, punctuality, and the ability to work under minimal supervision.
• Strong time management skills with the ability to prioritize tasks in a fast-paced environment.
• Capable of making independent decisions to address issues and improve efficiencies.
• Ability to multitask effectively while maintaining accuracy and attention to detail.
• Positive and professional attitude, with a commitment to maintaining a safe and alert approach to work.

Preferred Qualifications:

• 2-3 years of experience in an administrative role or similar position.
• High school diploma or equivalent required; higher education preferred.
• Familiarity with HVAC industry practices is a strong plus.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.