Administrative Assistant

Overview

With over 150 years of experience, and headquartered in Southern CA, CoolSys is the market-leading indoor environment solutions company. Our full spectrum of best-in-class services includes HVAC & refrigeration installations, remodels, service & maintenance; and energy solutions, including controls and lighting. CoolSys serves customers in the retail, commercial, food service, educational, healthcare, and industrial markets. WHY JOIN US We understand that hiring great people is the foundation of everything we do. Our employee benefits packages include:

• Competitive pay

• Medical, Dental, Vision and Prescription coverage

• Paid vacation and holidays

• 401(K) match

• Life insurance, AD&D and long-term disability

• Tuition reimbursement

• Opportunities available nationwide

• Employee discounts on vehicles, hotels, theme parks, select cell phone bills and so much more

• Pet Insurance

• Legal Plan, and ID Theft Protection

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Answer incoming phone calls, email, and faxes and channel them to the appropriate party

• Provide logistical support and coordinator for guests and visitors, including directions, meeting area preparation

• Welcome, direct and check-in visitors and deliveries

• Assist internal customers with facility related needs, including office supply requests and repairs

• Provides administrative support to the Billing Manager/ Service Department

• Data entry of invoices

• Processes all paperwork necessary for business operations

• Maintain updated building phone lists

• All other duties as assigned

ESSENTIAL KNOWLEDGE, SKILLS, ABILITIES, AND COMPETENCIES:

• Ability to handle multiple tasks concurrently

• Stay calm under pressure

• Able to actively listen and demonstrate empathy

• Highly organized and strong attention to detail

• Excellent verbal and written communication skills

• "Can do" attitude and demonstrated commitment to get the job done

• Reliable and dependable

• Friendly and helpful demeanor

Qualifications

MINIMUM REQUIREMENTS:

• Education/Experience: Education and/or experience equivalent to 3-5 years of office-based reception/ customer service experience

• Language Ability: Able to read, write and communicate effectively and professionally. Able to present information and respond to questions from peers, managers, clients, customers, and the general public in a courteous and helpful manner

• Time Management: Able to track and prioritize tasks in a fast-paced environment with several simultaneous projects. Able to follow instructions thoroughly and completely. Able to work with minimal supervision

• Math Ability: Able to add, subtract, multiply, and divide in all units of measure

• Computer Skills: Proficient with word processing/data entry, spreadsheets, use of the internet and email. Able to use Microsoft Office at an advanced level

Join Us

Today, there are 22 different companies that make up the CoolSys family of brands. Our valued employees are at the heart of our continued growth and success. We invite you to be part of that growth!

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Coolsys is an EEO/AA Employer.  All qualified individuals - Including all ages, colors, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics are encouraged to apply.

Pre-employment background screening (criminal and MVR) and drug testing (including for marijuana) are required for all positions. Coolsys will consider qualified applicants with criminal histories in a manner consistent with federal law, state law, or local ordinance.