Administrative Assistant

Job Description

Job Description:\n\nOffice Administrator / Service Operations Coordinator Integration Technologies – Irvine, California Full-Time | On-Site Position About Integration Technologies About Integration Technologies Integration Technologies is a Managed IT Services Provider (MSP) headquartered in Irvine, California. We provide technology, IT support, cybersecurity, networking, cloud, communications, and related technology solutions to businesses nationwide. We are looking for a highly organized, dependable, professional, and motivated Office Administrator / Service Operations Coordinator to join our team. This is an important operational position within our company. The person in this role will help manage the daily administrative functions of the office while also coordinating closely with our Operations Manager, technical team, billing department, vendors, clients, and visitors. The ideal candidate is someone who takes ownership of their responsibilities, communicates effectively, stays organized in a fast-paced environment, and understands the importance of accuracy, follow-through, punctuality, and meeting deadlines. Because we are an IT services company, priorities can change throughout the day. We are looking for someone who can manage multiple responsibilities simultaneously, remain professional under pressure, and make sure important tasks do not fall through the cracks. Key Responsibilities Office Administration & Front Office Answer and route incoming telephone calls professionally and promptly.Greet clients, vendors, delivery personnel, and other visitors to the office.Maintain a professional and welcoming office environment.Receive, sort, distribute, and process incoming and outgoing mail.Coordinate outgoing packages, shipments, returns, and deliveries.Prepare shipping labels and maintain appropriate shipping documentation and records.Track shipments when necessary and follow up on delayed or missing deliveries.Order and maintain office supplies and ensure commonly used supplies remain adequately stocked.Assist with general administrative duties and day-to-day office operations.Maintain organized electronic and physical records.Coordinate and schedule internal and external meetings as needed.Assist with meeting preparation and ensure required information, materials, or resources are available.Communicate with employees, vendors, clients, and management in a professional manner. Document Scanning & Digital Record Management Manage the scanning and digitization of invoices, receipts, purchase records, and other company documents.Ensure scanned documents are clear, complete, properly named, and uploaded to the appropriate systems or folders.Maintain accurate and organized digital records.Verify that required documentation has been uploaded and properly categorized.Assist the billing and accounting teams by ensuring invoices, receipts, purchase records, and supporting documentation are available when needed.Maintain confidentiality when handling company, employee, client, financial, or other sensitive information. Shipping, Receiving & Product Coordination Manage and process incoming and outgoing shipments.Receive products and verify deliveries against purchase orders, invoices, or other documentation.Coordinate product shipments to clients, technicians, and job sites.Maintain accurate records of products being received, shipped, transferred, returned, or used.Help ensure products do not leave the office without being properly documented and accounted for.Coordinate product returns and vendor return authorizations when required.Track outstanding shipments and communicate delivery status to the appropriate team members. Inventory ManagementManage and maintain inventory of company products, equipment, parts, and commonly used materials.Maintain accurate inventory records and assist with regular inventory counts.Track products assigned to technicians or designated for specific client projects.Verify that products removed from inventory are properly associated with the appropriate customer, project, service ticket, or invoice.Identify low-stock items and coordinate replenishment as necessary.Work with management and purchasing to maintain appropriate inventory levels.Help identify inventory discrepancies and work with the appropriate team members to resolve them. Billing & Product Accountability A critical responsibility of this position is ensuring that products purchased, received, shipped, or used by our technical team are properly documented and accounted for. Responsibilities include:Work directly with the billing team to ensure products and materials used for clients are properly documented.Verify that products taken by technicians are assigned to the correct client, project, or service ticket.Ensure shipped products are properly recorded and communicated to billing.Review documentation for missing product information and follow up with technicians when necessary.Help reconcile discrepancies between inventory, service tickets, purchasing records, and billing information.Maintain receipts, invoices, shipping documentation, and other supporting records required for billing.Help ensure that products or materials provided to clients are not inadvertently missed during the billing process. Accuracy and attention to detail are extremely important in this area. Service Ticket Coordination As an MSP, our ticketing system is a central part of our daily operations. This position will assist in overseeing and coordinating incoming service requests. Responsibilities include: Monitor the company ticketing system throughout the business day.Review incoming service tickets and requests.Make sure new tickets contain sufficient information for the technical team.Handle appropriate first-line or basic administrative/support tickets when possible.Assign or coordinate tickets with the appropriate technicians based on availability, priority, and technical requirements.Identify urgent or time-sensitive requests and escalate them appropriately.Follow up on tickets that have not been addressed or updated within expected timeframes.Help ensure tickets are properly documented and maintained.Communicate with clients regarding ticket status when appropriate.Work closely with the Operations Manager to maintain an organized and responsive service workflow.Help ensure client requests are not overlooked or left unassigned. Technical training regarding our systems and processes will be provided; however, candidates should be comfortable working with computers, software applications, online systems, and technology-related terminology. Daily Technician & Operations Coordination This position will work closely with our Operations Manager and technical staff to help ensure technicians are properly prepared for their daily assignments. Responsibilities include: Work directly with the Operations Manager on daily scheduling and operational requirements.Review technician schedules and upcoming assignments.Help ensure technicians have the equipment, products, parts, documentation, and other materials they need before leaving the office.Coordinate products and equipment for scheduled installations and service calls.Verify that required products are properly documented before being taken from the office.Assist in identifying missing equipment or materials before technicians leave for client locations.Help coordinate last-minute schedule or assignment changes when necessary.Communicate important scheduling or operational information between management and technicians.Follow up with technicians regarding missing documentation, inventory information, receipts, or ticket updates.Help maintain an efficient and organized workflow between administration, operations, technical services, inventory, and billing. Required Qualifications Candidates should have: Minimum 3–5 years of administrative, office coordination, office management, or similar professional experience.Excellent organizational and time-management skills.Strong attention to detail and accuracy.Excellent verbal and written communication skills.Professional telephone and interpersonal skills.Strong computer skills and the ability to learn new software quickly.Experience working with email, calendars, document management, spreadsheets, and standard office applications.Ability to manage multiple responsibilities and changing priorities.Ability to work independently while also functioning effectively as part of a team.Ability to follow established procedures and maintain accurate documentation.Strong follow-through and a willingness to take ownership of assigned responsibilities.Professional appearance and demeanor when interacting with clients, vendors, visitors, and employees.Ability to handle confidential and sensitive information appropriately.Reliable transportation and the ability to report to work consistently and on time. Experience working for an IT company, Managed Service Provider (MSP), technology company, service organization, or similar fast-paced environment is highly desirable but not necessarily required. What We Are Looking For We are looking for someone who is:Dependable and reliable.Consistently punctual.Positive and professional.Highly organized.Detail-oriented.Comfortable taking responsibility and ownership.Able to prioritize tasks effectively.Comfortable working in a fast-paced environment.Able to communicate clearly with both technical and non-technical team members.Proactive rather than waiting to be reminded about every responsibility.Capable of identifying something that needs attention and following through until it is completed.Comfortable being held accountable for deadlines, accuracy, and assigned responsibilities.Interested in becoming an important part of the company's daily operations. Performance Expectations Integration Technologies operates in a client-service environment where responsiveness, accuracy, reliability, and meeting deadlines are extremely important. Employees are expected to: Arrive at work on time and be ready to perform their responsibilities at the beginning of their scheduled workday.Complete assigned responsibilities accurately and within established deadlines.Maintain consistent attendance and reliability.Communicate promptly when an issue may affect a deadline or assigned responsibility.Maintain accurate records and documentation.Follow company procedures and management direction.Demonstrate professional communication and behavior.Maintain an appropriate level of productivity throughout the workday.Take ownership of assigned responsibilities and follow tasks through to completion. Performance will be monitored and evaluated based on factors including reliability, punctuality, accuracy, productivity, communication, organization, responsiveness, completion of assigned responsibilities, and overall job performance. Initial 90-Day Introductory Period This position includes an initial 90-day introductory period. During this period, the employee's performance, attendance, punctuality, reliability, communication, ability to learn company procedures, accuracy, productivity, and overall suitability for the position will be evaluated. A performance evaluation may be conducted at or around the completion of the initial 90-day period to assess the employee's progress and continued suitability for the position. Successful completion of the introductory period does not guarantee continued employment or alter the at-will nature of the employment relationship. Compensation & Benefits Integration Technologies offers a competitive compensation and benefits package, which may include:Health insurance benefits401(k) retirement planPaid time off and applicable company benefitsPaid company holidaysOpportunities for professional growth and increased responsibilityExperience working within a growing technology and Managed IT Services organization Specific compensation and benefit eligibility will be discussed during the hiring process and are subject to applicable company policies and plan requirements. Work Location Irvine, California This is an on-site position. Regular and reliable attendance at our Irvine office is an essential requirement of the position. Employment Relationship Employment with Integration Technologies is at will, consistent with California law. This means that either the employee or Integration Technologies may terminate the employment relationship at any time, with or without cause or advance notice, subject to applicable law. Nothing contained in this job posting, including references to an introductory or evaluation period, should be interpreted as creating an employment contract, guaranteeing employment for any specific period of time, or modifying the at-will employment relationship. The initial 90-day period is intended for orientation and evaluation purposes and does not create a guarantee of employment during or following that period. Equal Employment Opportunity Integration Technologies is committed to providing equal employment opportunities in accordance with applicable federal, state, and local laws. Employment decisions are based on qualifications, business requirements, experience, performance, and other lawful considerations. How to Apply Qualified candidates should submit a current resume outlining their administrative and professional experience. We are looking for someone interested in becoming a dependable and valuable member of our team—not simply filling an administrative position. This role is central to keeping our office, technical operations, inventory, service tickets, shipping, documentation, and billing coordination organized and running efficiently.