Overview
Administrative Assistant / Office Coordinator Jobs in San Jose, CA at Whatfix
Description:
Job Title: Administrative Assistant – MEP Service Department
Location: Brownsville, Texas
Job Type: Full-Time
Reports To: MEP Service Manager
We are seeking a detail-oriented and proactive Administrative Assistant to support the MEP Service Manager in daily operations. The ideal candidate will manage administrative tasks such as purchase orders, materials ordering, technician timekeeping, and general office coordination. This role is essential in ensuring smooth workflow and communication within the service department.
Key Responsibilities:
Purchase Orders & Materials Management
Prepare and track purchase orders for tools, materials, and services.
Coordinate with vendors to place orders and verify delivery schedules.
Maintain accurate records of purchases and inventory levels.
Timekeeping & Technician Support
Collect and enter technician time sheets into timekeeping system.
Verify hours worked and ensure proper job coding for labor costs.
Assist with scheduling service calls and dispatching technicians.
Administrative Support
Organize and maintain files, records, and service documentation.
Assist with preparing quotes, invoices, and customer correspondence.
Help coordinate meetings, reports, and internal communications.
Communication & Coordination
Serve as a point of contact between the service manager, technicians, and office staff.
Ensure timely flow of information regarding materials, labor, and job progress.
Requirements:
High school diploma or equivalent.
Minimum 2-3 years of administrative or office experience; MEP or construction background a plus.
Proficiency with Microsoft Office (Word, Excel, Outlook).
Strong attention to detail, organizational skills, and ability to multitask.
Excellent communication and interpersonal skills.
Ability to pass a background and drug screen.
Working Conditions:
Office environment with occasional visits to warehouse or job sites.
Full-time schedule, Monday through Friday with occasional overtime as needed.
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Title: Administrative Assistant / Office Coordinator
Company: Whatfix
Location: San Jose, CA
