Overview
Executive Assistant Jobs in Santa Monica, CA at Eastdil Secured
Job Summary: The Installation Scheduler and Office Coordinator is responsible for managing the installation schedule and supporting office operations for a company specializing in security, access control, fire alarm systems, CCTV, and audiovisual (AV) installations and services. This role ensures that installation and service schedules are efficient and accurate, while also providing key administrative support to maintain smooth daily operations. The ideal candidate is detail-oriented, organized, and able to coordinate multiple tasks while providing excellent customer service.
Key Responsibilities:1. Installation Scheduling:
Coordinate and schedule installations for technicians and update/adjust service schedules as needed.
Communicate with customers to confirm installation dates, discuss any specific requirements, and address any scheduling conflicts or changes.
Work closely with field technicians and the warehouse team to ensure necessary equipment and materials are available for each installation or service appointment.
Adjust schedules in response to emergencies, last-minute changes, or cancellations while keeping clients informed.
Maintain accurate records of installation schedules in the company’s scheduling software.
Liaise with sales, customer support, and project management teams to ensure client needs are fully met before installations begin.
2. Office Coordination:
Support day-to-day office operations, including handling phone calls, emails, and office correspondence.
Maintain office supplies and oversee inventory to ensure operational efficiency.
Assist with administrative tasks related to invoices, billing, and account management.
Support the coordination of internal meetings, training sessions, and company events.
Prepare information for reports, presentations, and documentation for management as needed.
3. Customer Service:
Serve as a main point of contact for customers, ensuring all inquiries and scheduling requests related to installation jobs are handled promptly.
Provide post-installation and service follow-up to ensure customer satisfaction and address any additional service requests.
Warehouse Coordination (Backup Support):
Assist the warehouse team in managing inventory for security, access control, fire alarm, CCTV, and AV system components.
Help prepare and organize materials and equipment for installations and service calls.
Support the warehouse team in conducting regular inventory counts to ensure accurate stock levels.
Assist with receiving and unpacking shipments, checking for accuracy, and reporting any discrepancies to the warehouse manager.
Qualifications:
Education: High school diploma or equivalent required; associate or bachelor’s degree preferred.
Experience: At least 2 years of experience in scheduling, office administration, or customer service, preferably in a technical, security, or service-oriented industry.
Skills:
Strong organizational and prioritization abilities.
Excellent communication skills, both verbal and written.
Proficiency in scheduling software and Microsoft Office Suite (Excel, Word, Outlook).
Attention to detail and problem-solving skills.
Ability to work in a fast-paced environment, managing competing priorities.
Work Environment:
Primarily office-based but will interact regularly with technicians and field personnel.
The position may occasionally require extended hours to meet business needs.
Job Type: Full-time
Pay: $21.00 – $26.00 per hour
Benefits:
401(k)
401(k) matching
Dental insurance
Employee assistance program
Employee discount
Health insurance
Health savings account
Life insurance
Paid time off
Parental leave
Professional development assistance
Referral program
Retirement plan
Tuition reimbursement
Vision insurance
Schedule:
8 hour shift
Ability to Commute:
Omaha, NE 68137 (Preferred)
Ability to Relocate:
Omaha, NE 68137: Relocate before starting work (Preferred)
Work Location: In person
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Title: Executive Assistant
Company: Eastdil Secured
Location: Santa Monica, CA
