Administrative Assistant

Administrative Assistant - Cox Maintenance Services

Cox Maintenance Services is seeking a dependable, organized, and detail-oriented Administrative Assistant to support the day-to-day operations of our commercial maintenance business. The ideal candidate is a strong communicator who possesses strong organizational skills and demonstrates a high level of accuracy and attention to detail.

This position plays an important role in coordinating communication between customers, technicians, vendors, and management while helping ensure service requests and work orders move efficiently from initial request through completion and invoicing. We are willing to train the right candidate who demonstrates a strong work ethic, willingness to learn, and ability to work effectively as part of a team.

Duties/Responsibilities:

• Answer incoming calls, respond to customer inquiries, and provide professional customer service.
• Communicate with customers regarding service requests, scheduling, work order status, and other service-related matters.
• Create and maintain work orders from initial service request through invoicing.
• Schedule and coordinate service calls and maintenance work.
• Dispatch work orders to technicians based on workload, availability, location, and required skills.
• Communicate with field technicians regarding work assignments
• Monitor open work orders and follow up with technicians/customers to ensure timely completion.
• Review completed work orders for accuracy and completeness.
• Track work order costs and assist with maintaining accurate job cost information.
• Assist with customer invoicing and resolve discrepancies or missing information as needed.
• Create and maintain spreadsheets for tracking service activity, expenses, materials, and other operational information.
• Assist with maintaining vendor and customer information.
• Assist with general office administration and other duties as assigned by management.

Required Skills/Abilities:

• Proficiency with computers and standard office technology.
• Working knowledge of Microsoft Excel, Word, and Outlook.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to work independently while also functioning effectively as part of a team.
• Professional and courteous customer-service skills.

Education and Experience:

• High school diploma or equivalent.
• Previous administrative or office experience required.
• Experience working in a service-based business, maintenance company, construction company, or similar environment preferred.
• Experience with invoicing, purchasing, job costing, or accounts payable/receivable preferred.

Incentives:

• $17 - $19 hourly pay
• Performance-based bonus potential
• 401(k) match up to 3.5%
• Medical, dental and vision insurance
• Generous PTO plan and paid holidays

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Position Type:

• This is a full-time position. This position requires the employee to be on site. Remote work is not available for this position.

About Cox Maintenance Services:

Cox Maintenance Services is the commercial maintenance and contracting division of Cox Property Management, Inc., providing maintenance, repair, and service support to commercial properties throughout the region. Our team works closely with property managers, tenants, vendors, and service technicians to provide responsive and professional service while maintaining the properties entrusted to us. Cox Property Management currently manages approximately 2 million square feet of commercial property spanning over 50 properties.

Cox Property Management, Inc. is proud to be an equal opportunity employer.