Administrative Assistant (AutoCAD knowledge is a plus)

Job title: Administrative Assistant

Type of employment: Full-time

Shift Schedule: 7:00 AM-3:30 PM PST

We're looking for an Administrative Assistant who can provide administrative and customer service support, with a focus on preparing estimates and invoices, answering calls, and assisting with social media management.

This role is ideal for someone who is comfortable with technology, communicates well with customers, and can support administrative tasks accurately and efficiently. An AutoCAD or engineering background is preferred, particularly for assisting with estimates and invoices, but industry experience is not required.

About the Employer:

The company provides property restoration services in the Irvine area. The team supports customers who need assistance with restoration-related needs and relies on responsive communication, organized administrative support, and accurate documentation.

Objectives of this role:

• Support the team with accurate and timely preparation of estimates and invoices.
• Provide professional customer service by answering incoming calls and assisting with inquiries.
• Assist with maintaining the company's social media platforms.
• Keep administrative tasks organized and completed on time.
• Use technology effectively to support the company's day-to-day operations.

Responsibilities:

Estimates & Invoicing

• Assist with preparing customer estimates and invoices.
• Use AutoCAD or related technical information when applicable to support estimate preparation.
• Review information for accuracy and completeness before submission.
• Organize supporting documentation related to estimates and invoices.
• Coordinate with the appropriate team members when additional project information is needed.

Customer Service & Phone Support

• Answer incoming phone calls professionally.
• Respond to basic customer questions and direct inquiries to the appropriate team member.
• Take accurate notes and document customer information when needed.
• Maintain a professional and helpful tone during customer interactions.

Social Media Support

• Assist with managing the company's social media platforms and someone who has experience with Canva and CapCut will be an advantage.
• Help organize and publish approved content.
• Maintain accurate and up-to-date social media information.
• Support basic content and administrative tasks related to the company's online presence.

Administrative & Technology Support

• Maintain organized digital records and documents.
• Use technology and business software to complete daily administrative tasks.
• Assist with data entry and other administrative duties as needed.
• Follow established processes and ensure assigned tasks are completed accurately and on time.

Required skills and qualifications:

• Experience preparing estimates, invoices, or project documentation.
• Strong customer service and communication skills.
• Comfortable answering and handling phone calls professionally.
• Strong attention to detail and organizational skills.
• Comfortable working with computers and technology.
• Ability to learn new software and systems quickly.
• Ability to manage multiple administrative tasks and priorities.
• Strong written and verbal English communication skills.
• Reliable and able to complete assigned tasks on time.
• Ability to work independently while communicating effectively with the team.

Preferred skills and qualifications:

• Familiarity with AutoCAD.
• Engineering or technical background.
• Experience in restoration, construction, engineering, or a related industry.
• Experience managing social media platforms.
• Previous administrative or customer service experience.
• Familiarity with technology and business software.