Administrative Assistant

Sebastian is a premier provider of communications and construction services in California. With more than 70 years of experience, Sebastian is passionate about providing people with a great place to work. Our high growth and dynamic model offers employees the opportunity for career advancement. As a family company, we value the expertise and experience of our team.

Job Description:

The Administrative Assistant is responsible for providing administrative and customer service support to ensure the efficient operation of the Customer Service Department. This position serves as a key point of contact for customers, employees, and vendors while assisting with scheduling, work orders, billing support, data entry, and general office administration.

Job Duties:

• Provide exceptional customer service to internal and external customers.


• Answer and direct incoming phone calls professionally and courteously.


• Assist with customer inquiries, service requests, and follow-up communications.


• Assist with scheduling service appointments and coordinating technician dispatches.


• Create, update, and maintain customer accounts and service records.


• Work order, invoice, and job creation including knowledge of appropriate cost codes.


• Prepare and process work orders, invoices, and related documentation.


• Enter and maintain accurate data within company software systems.


• Interact with subcontractors, vendors, and clients by telephone/email to obtain information about prelims, changes, prequalification, and project costs.


• Obtaining information to complete and mail out preliminary notices in a timely manner.


• Verify subcontractors' licensing and insurance.


• Maintain current knowledge of company workflow and procedures.


• Maintain confidentiality of customer and company information.


• Maintain electronic and paperless filing systems.


• Assist in maintaining neat and organized paperless folders in appropriate systems.


• Support various administrative functions for the Customer Service and Contract Administration Departments.


• Assist with departmental initiatives, process improvements, and special projects.


• Ordering, stocking and organizing office supplies, break rooms and conference rooms.


• Other duties and responsibilities may be assigned as necessary.

Job Requirements:

• Minimum of two (2) years of administrative, customer service, or office support experience.

• High School diploma, 2 years of college preferred.

• Strong verbal and written communication skills.


• Excellent customer service and interpersonal skills.


• Strong organizational skills with attention to detail.


• Ability to multitask and prioritize workload effectively.


• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.


• Strong data entry and computer skills.

Physical, Mental and Environmental Requirements:

• All requirements may be modified to reasonably accommodate individuals with disabilities. 


• Ability to sit or stand for extended periods


• Use of office equipment (typing, filing, phones, etc.)


• Occasional lifting (up to 20 pounds) and bending


• Comfortable working in an office setting with potential noise


• Ability to adapt to a dynamic work environment

Compliance:

• If you need an accommodation as part of the employment process, please contact Human Resources.


• Sebastian is an Equal Opportunity Employer, including disabled and veterans.


• If you want to view the Pay Transparency Policy Statement, please click the link: English