Adminstrative Specialist

Administrative Specialist Position

Location: Ceres, CA

We are seeking an individual to fill the Administrative Specialist position at our Ceres, CA location. This position will report directly to the Office Manager and is located in an office environment. The ideal candidate will be responsible for managing all stages of projects, from staffing new jobs to overseeing projects through final review. They will also be responsible for creating ramp layouts and maintaining parts lists in our Excel spreadsheet.

Responsibilities:

• Project Management:
• Oversee all stages of projects, from initial staffing to final review.
• Gather evaluation information from field techs in a timely manner and update project records.
• Submit site evaluation information to the home office via electronic email service.
• Communicate with end users to confirm addresses, schedule installations, and provide updates on any project changes, timelines, and unforeseen issues.
• Communicate project timelines to customers and provide proactive updates on project changes.
• Ramp Layouts & Parts List Management:
• Create ramp layouts based on project specifications and client requirements.
• Maintain and update parts lists in our Excel spreadsheet, ensuring all materials and equipment are accounted for and correctly organized.
• Work with the project team to ensure the ramp layouts and parts lists align with the overall project scope and customer needs.
• Ensure that all parts lists are up-to-date, accurate, and available for reference throughout the project lifecycle.
• Documentation & Communication:
• Submit and manage all necessary documentation for authorized projects, including Sign-offs, Scope of Work, Landlord Acknowledgements, Contractor Agreements, Permits, Inspections, progress photos, and completion photos.
• Maintain and update all communications and documentation in the company CRM.
• Clearly and concisely communicate proposed services and any issues that may require changes or additions/subtractions from the scope of work.
• Customer Service & Support:
• Provide excellent customer service through clear, effective communication and problem-solving.
• Manage customer relationships, ensuring all concerns are addressed promptly and professionally.
• Ensure the smooth coordination between field techs, clients, and internal teams.

Qualifications:

• Previous Experience:
• At least 3 years of experience in a project coordinator/office administrative role.
• Experience working with Excel, including managing data such as parts lists and project components.
• Experience with ramp layouts or related tasks is a plus.
• Skills:
• Excellent communicator with strong phone presence and customer service skillsets.
• Ability to identify, discuss, and solve problems quickly.
• Highly organized and detail-oriented, especially in managing ramp layouts and parts lists.
• Proficient with Microsoft Suite, Adobe, and CRM systems.
• Ability to work in a fast-paced environment while maintaining accuracy and efficiency.
• Additional Qualifications:
• Healthcare or insurance background is a plus.
• Familiarity with HIPAA compliance is a plus.
• Reliable, accountable, and eager to learn and contribute.
• Teamwork-oriented with a focus on customer relationship building.

Job Type:

• Full-time

Pay:

• $22.00 per hour

Benefits:

• 401(k) with matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8-hour shift, Monday to Friday

Location:

• Must be able to commute if 30 minutes away from the office in Butte, MT.

Education:

• High school diploma or equivalent (preferred)

Experience:

• 3 years of customer service experience (preferred)

If you are a detail-oriented individual with excellent organizational skills, strong communication abilities, and an eagerness to contribute to the success of projects, we encourage you to apply for this role. Join our team and help us deliver excellent service to our clients while managing key administrative tasks, including creating ramp layouts and managing parts lists!

Job Type: Full-time

Pay: $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Commute:

• Ceres, CA 95307 (Required)

Work Location: In person

Salary : $22