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:

\n
• Provide exceptional customer service to internal and external customers.
\n
• Answer and direct incoming phone calls professionally and courteously.
\n
• Assist with customer inquiries, service requests, and follow-up communications.
\n
• Assist with scheduling service appointments and coordinating technician dispatches.
\n
• Create, update, and maintain customer accounts and service records.
\n
• Work order, invoice, and job creation including knowledge of appropriate cost codes.
\n
• Prepare and process work orders, invoices, and related documentation.
\n
• Enter and maintain accurate data within company software systems.
\n
• Interact with subcontractors, vendors, and clients by telephone/email to obtain information about prelims, changes, prequalification, and project costs.
\n
• Obtaining information to complete and mail out preliminary notices in a timely manner.
\n
• Verify subcontractors' licensing and insurance.
\n
• Maintain current knowledge of company workflow and procedures.
\n
• Maintain confidentiality of customer and company information.
\n
• Maintain electronic and paperless filing systems.
\n
• Assist in maintaining neat and organized paperless folders in appropriate systems.
\n
• Support various administrative functions for the Customer Service and Contract Administration Departments.
\n
• Assist with departmental initiatives, process improvements, and special projects.
\n
• Ordering, stocking and organizing office supplies, break rooms and conference rooms.
\n
• Other duties and responsibilities may be assigned as necessary.
\n

Job Requirements:

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

\n
• High School diploma, 2 years of college preferred.
\n

\n
• Strong verbal and written communication skills.
\n
• Excellent customer service and interpersonal skills.
\n
• Strong organizational skills with attention to detail.
\n
• Ability to multitask and prioritize workload effectively.
\n
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
\n
• Strong data entry and computer skills.
\n

Physical, Mental and Environmental Requirements:

\n
• All requirements may be modified to reasonably accommodate individuals with disabilities.
\n
• Ability to sit or stand for extended periods
\n
• Use of office equipment (typing, filing, phones, etc.)
\n
• Occasional lifting (up to 20 pounds) and bending
\n
• Comfortable working in an office setting with potential noise
\n
• Ability to adapt to a dynamic work environment
\n

Compliance:

\n
• If you need an accommodation as part of the employment process, please contact Human Resources.
\n
• Sebastian is an Equal Opportunity Employer, including disabled and veterans.
\n
• If you want to view the Pay Transparency Policy Statement, please click the link: English
\n