Office & Service Department Administrator

Description

Position Summary

The Office & Service Department Administrator supports the day-to-day administrative and operational needs of the company, with a primary focus on the Service Department and general office operations. This position serves as one of the first points of contact for customers, employees, vendors, and visitors and plays an important role in representing the culture and personality of Cal-Tex. We are looking for someone who brings a positive, energetic, and approachable presence to the office and enjoys interacting with people. The ideal candidate is organized, dependable, takes initiative, and is willing to jump in wherever needed to help keep operations running smoothly.

Key Responsibilities

• Provide administrative and operational support to the Service Department and company leadership.
• Coordinate service-related activities, including customer requests, scheduling, documentation, permitting, billing support, and project administration.
• Assist with the setup, maintenance, and closeout of service projects and related records.
• Support office operations, including visitors, deliveries, supplies, inventory, equipment, and general workplace needs.
• Coordinate company travel, events, apparel, recognition programs, and other employee-related activities.
• Assist with purchasing, shipping, receiving, returns, and vendor coordination.
• Maintain accurate records and help ensure required documentation is completed and current.
• Support communication between field employees, office staff, project management, and customers.
• Assist with timekeeping and other administrative processes for the Service Department.
• Provide administrative support to other branches and departments as needed.
• Perform other duties and special projects as assigned.

Benefits

• Competitive pay
• Medical Insurance with HSA
• Dental Insurance
• 401k w/ employer match
• Paid Time Off 
• Paid Holidays
• Life Insurance & Short-Term Disability plans

Requirements

• High school diploma or equivalent required
• Strong organizational skills with the ability to manage multiple priorities and follow tasks through completion.
• Strong written and verbal communication skills.
• Comfortable communicating with customers, field employees, project managers, vendors, and company leadership.
• Strong attention to detail and ability to maintain accurate records and documentation.
• Proficient with Microsoft Office, including Outlook, Excel, and Word.
• Comfortable learning and working in construction/project management and service software systems.
• Ability to work independently, recognize what needs attention, and take appropriate action without constant direction.
• Ability to handle changing priorities and occasional urgent service requests.
• Professional, dependable, and customer-service focused.

Physical Requirements

• Ability to occasionally lift and carry up to 40 pounds.
• Ability to sit, stand, walk, bend, and reach as necessary to perform routine office and inventory-related duties.
• Ability to perform typical computer and office work for extended periods.

This is a full-time hourly, Monday-Friday position. The initial schedule is expected to be approximately 9:00 a.m. to 3:00 p.m., with the expectation that hours may increase over time. Candidates must be available to work a regular daytime schedule between 7:00 a.m. and 5:00 p.m. as business needs evolve.