Office Administrator

Full-time - Entry Level

Thousand Oaks, CA

Specialty Trade Contractors

About the position

Mesa Energy Systems is a wholly owned subsidiary of EMCOR Group, Inc. EMCOR is the world's leading provider of mechanical and electrical construction and facilities services, including planning, consulting, and operations and maintenance. Mesa Energy Systems is a HVAC mechanical services company that provides fully integrated solutions for preventative maintenance and repair, upgrading existing mechanical, electrical, and controls systems to provide the most efficient economic solutions to meet customer expectations. As an Office Administrator, you will be responsible for providing primary telephone coverage, performing secretarial and project coordination duties, maintaining contractor/vendor files, managing office supplies, and assisting with various administrative tasks to support the operations of the company.

Responsibilities

• Provide primary telephone coverage and back-up to ensure continuous phone coverage is maintained.
• Perform a diversity of secretarial and project coordination duties, including composing correspondence, compiling reports, and word processing.
• Maintain contractor/vendor files and purchasing records.
• Copy data and compile records and reports.
• Manage, organize, and maintain various filing systems.
• Process P-cards daily in Coins database and send weekly P-card scorecard to Ops manager.
• Provide and process POs, completing each with proper vendor information and submitting to AP.
• Complete and provide any requested missing POs to AP as inquired weekly by Irvine AP dept.
• Provide work order numbers to AP.
• Assist Warehouse Manager with Refrigerant Tracking report outs.
• Manage all office supplies and place orders to replenish as needed on a weekly or bi-weekly basis.
• Learn the basic tasks to back up the Service Coordinator(s) during their lunch period or vacation.

Requirements

• High School Diploma preferred or equivalent experience.
• 2 years' experience in an office environment.
• 2 years' work experience with Microsoft Excel and Word.
• Strong oral and written communication skills; bilingual a plus.
• Excellent organization and interpersonal skills.
• Excellent customer service communications.

Benefits

• Medical coverage
• Dental coverage
• Vision coverage
• Health savings accounts
• Flexible spending accounts
• Life insurance
• Disability insurance
• 401(k) Savings Plan
• College Coach
• Employee assistance program