Administrative Assistant (ID# 738)

Administrative Assistant

Location: Oahu, HI

Note: This would be a hybrid role assisting the COO it would be directly under her.

Our Client , a nationally recognized leader in plumbing and drain services, is seeking a highly organized and customer-focused Administrative Assistant to support daily office operations in Oahu, Hawaii.

This role is ideal for an administrative professional who thrives in a fast-paced environment, enjoys working with customers and field personnel, and takes pride in keeping operations organized and efficient. The Administrative Assistant serves as a key point of contact for customers while providing critical administrative support to the management team and technicians.

Position Summary

The Administrative Assistant is responsible for ensuring the smooth day-to-day operation of the office through exceptional customer service, scheduling support, data entry, document management, and administrative coordination. This individual will communicate with customers, assist in dispatch and scheduling activities, maintain accurate records, and support multiple departments to ensure an outstanding customer experience.

Key Responsibilities

• Answer incoming calls and provide professional customer service.
• Schedule service appointments and coordinate technician calendars.
• Assist with dispatching technicians and communicating schedule updates.
• Prepare work orders, invoices, estimates, and customer documentation.
• Enter and maintain accurate customer information within company systems.
• Process payments and assist with billing and accounts receivable activities.
• Support office management with reports, correspondence, and administrative projects.
• Maintain organized electronic and physical filing systems.
• Order office supplies and coordinate general office operations.
• Assist with permit documentation, vendor communication, and job tracking as needed.
• Communicate professionally with customers, vendors, and internal team members.
• Support recruiting, onboarding, and other administrative functions as assigned.
• Perform additional administrative duties to support business operations.

Qualifications

• 2+ years of administrative, customer service, or office support experience.
• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.
• Professional phone etiquette and customer service mindset.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Experience with scheduling software, CRM, or service management platforms is preferred.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Strong attention to detail and accuracy.
• Positive attitude with a team-oriented approach.
• High School Diploma or GED required; additional education is a plus.

Preferred Experience

• Plumbing, construction, restoration, HVAC, electrical, or other skilled trades industry experience.
• Dispatching or scheduling field technicians.
• Billing, invoicing, or QuickBooks experience.
• Working in a service-based environment with multiple priorities.

What Success Looks Like

• Customers receive timely, professional service.
• Technician schedules are organized and optimized.
• Office documentation is accurate and up to date.
• Administrative processes support efficient business operations.
• Strong communication between customers, technicians, and management.

Compensation & Benefits

Our Client offers competitive compensation and a comprehensive benefits package, which may include:

• Competitive hourly pay
• Medical, Dental & Vision Insurance
• 401(k) with company match
• Paid Time Off (PTO)
• Paid Holidays
• Life & Disability Insurance
• Employee Assistance Program
• Ongoing training and professional development
• Opportunities for career advancement within a growing organization

We thank all applicants for their interest; however, only those selected for an interview will be contacted. Our Client is an Equal Opportunity Employer and values diversity in the workplace.