Administrative Assistant

Job Description

The Administrative Assistant is responsible for providing administrative and customer service support to ensure the efficient operation of the Customer Service Department. This position serves as a key point of contact for customers, employees, and vendors while assisting with scheduling, work orders, billing support, data entry, and general office administration.

• Provide exceptional customer service to internal and external customers.
• Answer and direct incoming phone calls professionally and courteously.
• Assist with customer inquiries, service requests, and follow-up communications.
• Assist with scheduling service appointments and coordinating technician dispatches.
• Create, update, and maintain customer accounts and service records.
• Work order, invoice, and job creation including knowledge of appropriate cost codes.
• Prepare and process work orders, invoices, and related documentation.
• Enter and maintain accurate data within company software systems.
• Interact with subcontractors, vendors, and clients by telephone/email to obtain information about prelims, changes, prequalification, and project costs.
• Obtaining information to complete and mail out preliminary notices in a timely manner.
• Verify subcontractors' licensing and insurance.
• Maintain current knowledge of company workflow and procedures.
• Maintain confidentiality of customer and company information.
• Maintain electronic and paperless filing systems.
• Assist in maintaining neat and organized paperless folders in appropriate systems.
• Support various administrative functions for the Customer Service and Contract Administration Departments.
• Assist with departmental initiatives, process improvements, and special projects.
• Ordering, stocking and organizing office supplies, break rooms and conference rooms.
• Other duties and responsibilities may be assigned as necessary.

• Minimum of two (2) years of administrative, customer service, or office support experience.
• High School diploma, 2 years of college preferred.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Strong organizational skills with attention to detail.
• Ability to multitask and prioritize workload effectively.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Strong data entry and computer skills.

• All requirements may be modified to reasonably accommodate individuals with disabilities.
• Ability to sit or stand for extended periods
• Use of office equipment (typing, filing, phones, etc.)
• Occasional lifting (up to 20 pounds) and bending
• Comfortable working in an office setting with potential noise
• Ability to adapt to a dynamic work environment

• If you need an accommodation as part of the employment process, please contact Human Resources.
• Sebastian is an Equal Opportunity Employer, including disabled and veterans.