Administrative Assistant

Divine Electric & Plumbing in San Rafael, CA seeks an Administrative Assistant to support our residential electrical and plumbing team. In this customer-first, family-oriented environment, you'll handle phones, scheduling, and job intake, coordinate with technicians, and maintain accurate records. Responsibilities include managing work orders, processing invoices, organizing files, and assisting with basic reporting. Ideal candidates are detail-oriented, comfortable with office software, and enjoy helping both customers and teammates in a fast-paced home services setting.

Responsibilities

• Serve as first point of contact for calls, emails, and visitors, providing friendly, professional customer service
• Schedule and confirm residential electrical and plumbing appointments across technician calendars
• Create, update, and organize work orders, job files, and customer records in company software
• Coordinate with field technicians to ensure accurate job details, parts, and paperwork are prepared
• Process invoices, collect payments, and assist with basic bookkeeping and data entry
• Monitor and respond to customer inquiries, follow up on open jobs, and support customer satisfaction efforts
• Order and track office and job-related supplies as directed by management
• Prepare basic reports, spreadsheets, and documentation for leadership review
• Support HR and safety documentation by maintaining organized digital and physical files
• Assist with general office tasks to keep the operation running smoothly in a fast-paced service environment

Required Skills

• Customer service
• Scheduling and calendar management
• Data entry
• Office administration
• CRM or service management software
• Basic bookkeeping/invoicing
• Document and records management
• Email and phone communication
• Microsoft Office or Google Workspace
• Time management and prioritization