Operations Administration Assistant

Job title: Operations Administration Assistant

Type of employment: Full-Time

Shift Schedule: 8:00 AM - 5:00PM PST

The Work Order Review Admin serves as the primary quality control gatekeeper for Century Commercial Service. This role ensures that all technician-submitted work orders, audits, and documentation are accurate, complete, and compliant before being processed.

About the Company:

A family-owned commercial service contractor serving Northern California, providing maintenance and service support across Lighting, Electrical, Plumbing, and Mechanical departments.

Company core values:

• Excellence
• Vision
• Respect
• Communication
• Ownership

Objective of this role:

• Quality Control Checkpoint: Serve as the central gatekeeper for all technician-submitted work orders, audits, and service documentation prior to invoicing and operational processing.
• Workflow Optimization: Evaluate and determine the correct routing path for each work order to ensure accuracy, completeness, and compliance with company and customer requirements.
• Departmental Bridge: Streamline communication between Field Technicians, Technician Service Coordinators, Customer Service Representatives, Dispatch Operations, and the Billing Team.
• Operational Protection: Minimize invoice delays, prevent unnecessary return trips, and maintain high-volume administrative accuracy in a fast-paced environment.

Responsibilities:

Work Order Review & Quality Control

• Review all technician-submitted work orders for completeness, accuracy, and proper documentation prior to invoicing.
• Verify that technician notes are professional, detailed, and clearly communicate the work performed.
• Ensure all labor hours, materials, equipment details, recommendations, photos, and customer approvals are properly documented.
• Confirm work aligns with the original service request, scope of work, or customer authorization.
• Compare completed work orders against internal review checklists and customer-specific requirements.
• Identify and isolate missing, inconsistent, or unclear information requiring correction.

• Detail & Process Orientation: Strong attention to detail and the ability to follow structured, repetitive processes with high consistency and accuracy.
• Critical Thinking: Strong analytical and problem-solving skills to make sound workflow decisions based on documentation.
• Communication Skills: Strong written and verbal communication skills, with the ability to professionally communicate corrections and accountability expectations.
• Time & Volume Management: Ability to multitask, manage a high volume of administrative tasks, and maintain focus in a fast-paced environment.
• Technical Proficiency: Basic to intermediate computer skills, including experience with work order systems, dispatch systems, or service management software.

Preferred skills and qualifications:

• Relevant Experience: Prior experience in service administration, dispatching, billing support, or operational coordination.
• Industry Knowledge: Experience working in commercial service industries such as electrical, lighting, plumbing, HVAC, or facilities maintenance.
• Workflow Familiarity: Familiarity with technician work orders, service documentation, field audit reviews, and invoicing processes.
• Software Familiarity: Experience working specifically with field service management software platforms.

Additional Requirements:

• Tech Specs: Laptop: High-spec, e.g., 16GB RAM, 256GB SSD, i5 10th gen+ or Ryzen equivalent.
• Dual monitors are required.
• Internet: Two separate, wired connections (e.g., PLDT + Converge). Mobile data is not a sufficient backup.