Administrative Assistant

Russell Tobin's client is hiring an Administrative Assistant in City of Industry, CA Employment Type: Contract Location: Onsite - City of Industry, CA 90601 Schedule: Monday-Friday 7am-4pm Pay rate: $35-$37/hr Responsibilities: Perform routine administrative duties including answering and routing telephone calls, greeting visitors, typing, filing, handling mail, ordering supplies, and providing backup support to other administrative desks. Generate weekly and monthly service reports and dashboards related to scheduling, invoicing, technician training matrix, and field service follow-ups. Actively monitor and track resolution of pending field issues. Review technician time and expense documents to calculate billable and non-billable hours and report findings to Finance; collect and process weekly timesheets and overtime. Schedule field service appointments, maintain a shared service calendar, and communicate with internal and external customers to ensure efficient and profitable utilization of the Field Service team. Verify technician certifications and renewal requirements; ensure field engineers have proper qualifications, instructions, and equipment prior to customer site visits. Work with customers, vendors, contractors, and internal teams to prepare quotes, obtain purchase orders, maintain active estimate logs, and follow up on service status. Manage vendor and supplier processes, including invoicing, payments, and purchase order creation. Support fleet vehicle administration including ordering, maintenance tracking, and retrieval coordination. Provide telephone support for the Field Service department, independently resolving or escalating inquiries as needed. Facilitate cross-functional meetings to address service-related issues and assist with departmental process improvement initiatives. Assist field service team members with travel documentation and perform other duties as assigned. Requirements: High school diploma or equivalent required 2+ years of administrative or service coordination experience preferred Strong organizational and multitasking skills Excellent written and verbal communication skills Proficient in Microsoft Office (Excel, Word, Outlook) Detail-oriented with strong problem-solving abilities Benefits that Russell Tobin offers: Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance, and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.

Created: 2026-03-06