OFFICE ADMINISTRATOR

$41,600 - $56,139/Yr

Day Wireless Systems - San Diego, CA

Full-time

San Diego, CA

Repair and Maintenance

About the position

The Office Administrator position is a vital role that provides comprehensive administrative support to the Service Center or Department. This role encompasses a variety of tasks including billing, collections, customer service, purchasing, report generation and analysis, inventory control, payroll, and shipping and receiving. The specific administrative duties may vary depending on the department or service location, but the core responsibilities remain consistent across the board. The ideal candidate will be expected to maintain a high level of organization, multitask effectively, and work under pressure while meeting deadlines in a positive and professional manner. Key responsibilities include greeting and providing service to customers via phone, managing incoming calls and inquiries in a courteous manner, and performing administrative tasks such as preparing and sending documents, data entry, and creating reports. The Office Administrator will also be responsible for accurate and timely data entry to record payroll hours, billable hours, product and service orders, sales, work orders, and invoices from subcontractors, vendors, and customers. Additionally, managing petty cash and balancing billable versus payroll hours is crucial, as is generating and analyzing reports related to sales, purchases, expenses, and inventory. The role also involves managing office supplies and inventory, reviewing and managing subcontracts and customer purchase orders, and preparing shipments as necessary. Other duties may include filing and other administrative tasks as assigned. This position requires a proactive approach to problem-solving and the ability to adapt to changing priorities in a fast-paced environment.

Responsibilities

• Provide administrative support to the Service Center or Department.
• Greet and provide service to customers by phone; manage incoming calls and inquiries.
• Perform accurate and fast data entry for payroll hours, billable hours, and invoices.
• Manage and balance petty cash and work in progress reports.
• Generate, print, analyze, and resolve issues from various reports.
• Manage and order parts and office supplies, restocking as necessary.
• Review and manage subcontracts and customer purchase orders.
• Prepare outgoing shipments and route them to the appropriate department.

Requirements

• High School diploma or GED; or 1-year related experience and/or training; or equivalent combination of education and experience.
• Previous experience in dispatching, office management, bookkeeping, collections, or billing is preferred.
• Experience with NetSuite and Paycom software is ideal.