Administrative Assistant/Scheduler

Well Established Security Company located in Camarillo has an immediate opening for an Administrative Assistant/Scheduler, in the service department. This position reports to the Operations Supervisor. The Administrative Assistant/Scheduler is responsible for the effective planning and scheduling of work order requests, service and inspections. This role requires the ability to plan and schedule required service calls and inspections of current clients in a timely and effective manner. This position coordinates daily operations for the service department, which involves constant communication with clients, management and coworkers within the department.

The ideal candidate is recognized as a “can do” person and is ready to provide support and leadership in a key role. Also, should be highly motivated, organized and effective in time management as well as a strong leader and a communicator. At the same time, enjoy collaborating with others, regardless of reporting lines.

DUTIES AND RESPONSIBILITIES:

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time as needed.

Regular and predictable attendance is an essential function of this position.

Interfaces with appropriate staff/managers, clients and owners (if necessary) to receive information regarding service needs; ensures timely response to requests.

Ensure that work orders are handled efficiently and closed out in a timely manner.

Updates all information regarding ongoing service needs/concerns within the software and communicates issues to management.

Communicates with field technicians the customers needs or concerns and ensures the technician is provided with parts required for successful completion of the service call.

Assists with details of service delivery to customers.

Understands the company’s customer satisfaction goals and ensures they are met within any program identified for implementation.

Completes all required reports and paperwork associated with service requests.

Establishes and maintains professional communication with clients and staff members.

Prepares accurate and timely reports as required.

Provides day-to-day support within the service department.

Keeps up to date on overall activities, makes thorough notes on any communication and identifying problem areas and taking corrective actions.

Performs other duties as assigned by manager.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

QUALIFICATIONS:

One year previous office experience. Experience in scheduling a plus

Excellent customer service skills

Commitment to excellence and high standards

Strong organizational, problem-solving, and analytical skills

Ability to manage priorities and workflow

Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm

Ability to work independently and as a member of various teams and committees

Excellent written and oral communication skills

Ability to deal effectively with a diversity of individuals

Proven ability to handle multiple projects and meet deadlines

Strong interpersonal skills.

Good judgment with the ability to make timely and sound decisions

Creative, flexible, and innovative team player

Ability to communicate professionally and effectively in person, on the phone, electronically, or through other means to individuals and groups.

Must be able to speak, read, write, and understand the primary language(s) used in the workplace.

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the employee is frequently required to do the following:

Able to sit for prolonged periods of time

Able to hear and talk on telephone for prolonged periods of time

Lift and carry up to 50 pounds.

Coordinate multiple tasks simultaneously

Collect, interpret, and/or analyze complex data and information