Scheduling/Admin Assistant

Full job description

We are a Corona based Home Improvement Company, seeking a highly organized and detail-oriented Scheduling/Admin Assistant to manage and coordinate daily operations. In this dual-function role, you will ensure the efficient scheduling of Installation staff and Sales staff while also providing critical administrative support. The ideal candidate thrives in a fast-paced environment and enjoys working with others as a team. This person will possess strong problem-solving skills using analytical thinking to make reasonable decisions within the company guidelines and communication skills.

Key responsibilities

Scheduling Operations

• Coordinate and schedule the daily routes and assignments for Installation technicians, Sales team, and Repairs.
• Serve as the central communication point, relaying information and work orders between the office and field personnel via phone or email.
• Monitor personnel to ensure timely service.
• Adjust schedules and routes as needed to accommodate last-minute changes, unexpected delays, or urgent service requests.
• Maintain accurate and up-to-date records of all dispatch activities, including job assignments, and service completion notes.
• Log all call events and report any issues or concerns to management.

Administrative support

• Manage general office tasks, including data entry, scanning documents, and maintaining records.
• Answer and direct incoming phone calls in a professional and courteous manner.
• Process work orders, invoices, and other billing-related documentation.
• Manage and track inventory, and assist with ordering and purchasing supplies.
• Assist with customer inquiries, resolve service issues, and schedule appointments.
• Build daily scheduling packets for installation techs.

Qualifications

• Minimum Requirement High school diploma or GED equivalent
• Proven experience in a dispatching, administrative, or similar role.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Knowledge with Southern California cities.
• Experience with Google Maps, Routing, Google Calendars, Scheduling.
• Excellent communication and interpersonal skills, both written and verbal.
• Strong organizational skills and meticulous attention to detail.
• Ability to multitask, prioritize tasks, and remain calm under pressure in a fast-paced environment.
• A proactive, “can-do” attitude and a collaborative approach to teamwork.
• Knowledge with Quickbooks is a plus.

Physical demands

The role is primarily office-based, requiring the ability to sit for long periods while using a computer and telephone.

Job Type: Full-time

Pay: From $21.00 per hour

Benefits:

• 401(k)
• Paid time off

Work Location: In person