Administrative Assistant (Service Group)

Job Summary:

The Administrative Assistant - Service Group is a Full-Time position and provides comprehensive administrative and operational support to the Service Group, ensuring efficient office and field operations. This role supports facilities maintenance, HVAC, mechanical, boiler, water treatment, and other service operations for federal and commercial customers. The position serves as a key liaison between managers, technicians, customers, subcontractors, and vendors while coordinating scheduling, dispatching, invoicing, reporting, document control, and day-to-day administrative functions. The ideal candidate thrives in a fast-paced environment, maintains exceptional attention to detail, and supports multiple priorities simultaneously.

Supervisory Responsibilities:

• None.

Duties & Responsibilities:

• Manages and organizes office operations and administrative procedures.
• Serves as the primary administrative support resource for Service Group project managers.
• Maintains calendars, schedules meetings, prepares agendas, tracks action items, and coordinates travel arrangements.
• Handles incoming and outgoing communications, including emails, phone calls, correspondence, and customer inquiries.
• Coordinates technician scheduling and dispatch activities across multiple service divisions.
• Adjusts work schedules based on customer needs, site access requirements, emergencies, and staffing availability.
• Communicates schedule changes and service updates to customers and field personnel.
• Prepares, edits, and maintains correspondence, reports, presentations, and project documentation.
• Maintains filing systems, shared drives, and electronic records for service and project activities.
• Supports onboarding activities, SOP maintenance, and administrative procedures.
• Assists with service invoicing by verifying labor, materials, contract requirements, and supporting documentation.
• Coordinates with finance personnel to support accounts receivable activities, billing inquiries, and invoice resolution.
• Compiles, tracks, and maintains operational reports including utilization, work orders, job status, quotes, and project performance metrics.
• Maintains complete project and service records, including work packages, inspections, closeout documentation, and compliance records.
• Orders and manages office supplies, equipment, and inventory.
• Coordinates with vendors, subcontractors, customers, and service providers.
• Identifies process improvement opportunities and helps streamline administrative and operational workflows.
• Provides administrative support to staff and management as needed.
• Performs other related duties as assigned.

Required Skills & Abilities:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and deadlines in a high-volume environment.
• Proficient in Microsoft Office Suite, including Outlook, Excel, Word, PowerPoint, Teams, SharePoint, and OneDrive.
• Strong scheduling, coordination, and administrative support capabilities.
• Ability to prepare reports, maintain records, and analyze administrative data.
• Knowledge of clerical procedures, records management, and filing systems.
• Ability to communicate effectively with managers, technicians, customers, subcontractors, and vendors.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work independently and collaboratively within a team environment.
• Strong problem-solving and process improvement skills.

Education & Experience:

• Associate degree in Business Administration or in Supply Chain, or Operations Management related field preferred.
• Four (4) or more years of experience in administrative support, service coordination, operations support, office management, or a related role such as mechanical/electrical/controls contracting experience preferred.
• Experience supporting facilities services, field service operations, maintenance organizations, construction, mechanical trades, or similar industries preferred.
• Experience supporting federal, government, healthcare, military, or commercial facilities environments preferred.
• Experience with invoicing, scheduling, dispatching, and operational reporting preferred.
• Experience with government contracts and billing is a plus.
• Proficiency with Procore and Bluebeam is a plus.
• Experience utilizing AI tools to improve administrative efficiency is desirable.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Ability to communicate effectively in person, by telephone, and electronically.

Work Environment:

• This position operates in a professional office environment supporting both office and field operations.
• Frequent interaction with managers, technicians, customers, subcontractors, and vendors.
• This is primarily an on-site position.
• Reasonable accommodations may be made to enable individuals with disabilities who are otherwise qualified to perform the essential functions of the position.

Benefits:

• Health Insurance, paid in part by the Company.
• Supplemental Insurance is available.
• Dental and Vision Insurance is available.
• Long-Term Disability (LTD) Insurance paid by the Company.
• Employee Assistance Program from Guidance Resources for emotional support, work and lifestyle support, and financial resources and legal guidance.
• Company 401(k) plan, with competitive company match.
• 5 paid holidays a year with 2 floating holidays.
• Continuing education and tuition assistance programs to assist in furthering your career with Venergy Group.
• Competitive PTO and Sick time.
• Year-end bonus eligibility based on annual performance reviews.
• Pet Insurance through Nationwide Pet Insurance.

Equal Opportunity Employer, including disabled and veterans.