Administrative Assistant

Job Description

Job Description

We are looking for an organized Administrative Assistant to support service operations and customer communication for a Contract position based in Fresno, California. This role is ideal for someone who can manage documentation, coordinate scheduling, and keep invoicing and administrative records accurate in a fast-paced office setting. The successful candidate will help ensure service requests, technician activity, and customer updates are handled efficiently while maintaining strong attention to detail.

Responsibilities:
• Prepare and enter work orders for service visits, inspections, repair activities, and project-related assignments.
• Review incoming requests to confirm details are complete, accurate, and aligned with scheduling and resource needs.
• Examine technician service notes each day, identify missing information, and follow up on outstanding items when needed.
• Maintain organized records for service paperwork, project files, drawings, revision histories, and related documentation.
• Process billing for alarm-related service calls as well as larger fixed-price agreements.
• Respond to inbound customer calls, document concerns clearly, and direct requests to the appropriate team members.
• Coordinate appointment calendars, technician dispatches, and inspection schedules based on urgency, commitments, and staff availability.
• Communicate with customers, technicians, project managers, and contractors to share updates on service timing and project progress.
• Monitor recurring service deadlines and participate in weekly meetings to report administrative updates and capture next steps.• 2+ years of experience in an administrative assistant or office support role.
• Ability to manage inbound calls, data entry, filing, and general front-office responsibilities with accuracy.
• Experience handling scheduling, dispatch coordination, or service-related administrative workflows.
• Strong written and verbal communication skills for interacting with customers and internal teams.
• Proficiency in documentation management, recordkeeping, and invoice processing.
• Familiarity with alarm systems, fire alarm documentation, or detection-related service environments is preferred.
• Strong organizational skills with the ability to prioritize multiple tasks and meet deadlines in a busy setting.