Front Desk Admin

Department: Operations

Reports to: VP of Operations

Compensation: $22 - $25 per hour (hourly position)

Note: At Service West, we put our customers first and continually strengthen our partnerships through the dedication of our employees. We strengthen our partnerships through the hard work, ingenuity, and determination of our employees. Our 43-year history is testament of our collective efforts and focus.

We provide a team-family environment that promotes safety, personal growth, opportunities for advancement and professional achievement. Critical to our continued success is hiring and developing exceptional employees. We have high standards for our employees, with good reason. They represent Service West, our family, our brand, and our values to customers and our team members.

Value Proposition

At Service West, we deliver great quality work and services by anticipating service requirements, proactive planning and problem-solving, communicating professionally, and delivering seamless project execution all while building winning and long-lasting relationships with our customers.

Overview

As the Client Relations Administrative Assistant, you will be the first point of contact for anyone entering our office. Its core responsibilities are customer service and front desk traffic management as well as supporting the VP of Client Relations.

The Client Relations Administrator will manage front desk operations, assist with customer service, oversee product logistics, and provide administrative support. This role combines responsibilities in client relations, product management, work order fulfillment, and data entry, ensuring smooth day-to-day operations and superior customer experience.

Specific Responsibilities and Duties include but are not limited to:

Client Relations:

· Answering the main office phone line and handling general questions.

· Greet visitors when they walk in and manage mail/deliveries.

· Assist with general administrative functions as assigned.

*Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Administrative Support:

• Support the client relations team in all admin functions.

• Provide analytical and administrative support for the Manager of Client Relations.

• Provide support with reports in Excel and data mined from proprietary ERP system.

• Responsible for keeping the uniform storage area organized and fully stocked; track inventory and distribute uniforms to field installers and crew members. Provide details on items needing to get restocked.

• Data-enter new asset management into our system.

• Coordinate and book out-of-town travel accommodation (flights, hotels, rental cars) for field employees traveling to project sites.

• Assist field employees with payroll discrepancy forms — collecting, reviewing, and routing them for timely, accurate resolution.

• Reconcile receipts for operation company credit card purchases.

• Responsible for requesting Labor PO for subcontractors that may be utilized.

• Support the Operation Managers with other administrative tasks and special projects as needed.

• Maintain organized documentation and ensure proper filing for future reference.

• Provide general administrative support, including scanning, filing, managing E-Permits, and processing purchase orders.

• Assist with organizing company events and handle administrative functions such as food ordering and scheduling.

• Be flexible and take on additional responsibilities or projects as assigned by management to meet business needs.

• Collaborate with different teams and adapt to changing priorities to support company goals.

Desired Qualifications:

· High school diploma or general education degree (GED); one to three months related experience and/or training; or equivalent combination of education and experience.

· Previous Administrative Assistant experience.

· Excellent verbal, communication, and interpersonal skills.

· Detail Oriented.

· Must have strong Word, Excel and organizational skills (Intermediate level skills).

· Possess a strong work ethic and a high level of professionalism to represent the company in a positive manner.

· Ability to maintain regular attendance and punctuality relative to daily work schedule is required.

· Be a team player and handle multiple projects simultaneously in a fast-paced environment.

· Bilingual Spanish/English is preferred.

*Background check and drug screening required for employment

• *Service West is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment.