Admin Assistant

Administrative Assistant

LOCATION: San Diego, CA

SCHEDULE: Monday - Friday | 6:30 AM - 3:00 PM PST | 100% Onsite (5 Days/Week)

DURATION: 2-Year Contract

PAY: $30-35/hour

Job Responsibilities:

In this role, you will provide administrative support to supervisors and specialists while coordinating day-to-day operational activities. Key responsibilities include:

• Supporting field operations by:
  • Contacting municipalities and agencies to obtain permits.
  • Scheduling work activities, crews, and equipment.
  • Preparing and assembling job packets.
  • Creating and managing work orders.
  • Monitoring condition codes and closing completed jobs.
  • Tracking assigned training and entering completed training records.
• Providing administrative assistance to supervisors and support staff.
• Coordinating multiple priorities while ensuring accuracy and timely completion of assignments.
• Performing additional administrative duties as assigned (not to exceed 5% of responsibilities).

Essential Duties and Job Functions:

• Provide administrative support to department supervisors and specialists.
• Coordinate with municipalities regarding permits and required documentation.
• Schedule field work, personnel, and equipment.
• Create, update, and maintain work orders.
• Assemble and organize job packets for field operations.
• Monitor job status, condition codes, and close completed work orders.
• Track and enter employee training assignments and completion records.
• Maintain accurate records and documentation.
• Communicate effectively with internal teams and external stakeholders.
• Prioritize multiple assignments while meeting deadlines in a fast-paced environment.
• Work independently with minimal supervision while collaborating effectively with team members.

Knowledge & Skills:

• Proficiency in Microsoft Outlook, Word, Excel, and Microsoft Teams.
• Excellent verbal and written communication skills.
• Ability to communicate effectively with a variety of audiences.
• Strong organizational skills with exceptional attention to detail.
• Excellent time management and prioritization skills.
• Ability to multitask and manage competing priorities simultaneously.
• Self-motivated with the ability to work independently.
• Strong collaboration and teamwork skills.
• Quick learner with strong information retention.
• Ability to facilitate discussions and communicate effectively across teams.

Education & Experience:

• High School Diploma or equivalent required.
• 2-5 years of relevant administrative support experience (Level II).
• Experience with SAP and/or Smartsheet is highly preferred.
• Experience supporting operations, scheduling, work order management, or utility/construction environments is a plus.

Additional Information:

• All equipment will be provided by the client.
• One round of interviews with the hiring manager and two supervisors.
• Manager is looking to move quickly with interviews.
• Top qualities for success: Strong multitasking abilities, quick learner with excellent retention, and exceptional attention to detail.

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