An Administrative Clerk or Coordinator performs administrative work in an office. Coordinates work to support an office team. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails. May manage office staff expenses, supplies or schedules.
Part-Time Administrative Support - Potential to Transition to
Full-Time Company:
Optima Energy, Inc.
Location:
Artesia, California Employment Type:
Part-Time, with potential for full-time employment
Schedule:
Monday through Friday, 8:00 a.m. to 2:00 p.m.
Hours:
30 hours per week
Probationary Period:
90 days
Reports To:
Director of Staff Development About Optima Energy Optima Energy, Inc. is a Southern California energy-efficiency contractor specializing in commercial and multifamily lighting, HVAC, heat pump water heating, water conservation, building electrification, solar lighting, and related installation and maintenance services. Our team manages a wide range of projects involving customer proposals, field surveys, purchasing, scheduling, project tracking, invoicing, closeout documentation, utility incentive programs, and ongoing service work. We are seeking a dependable, technology-savvy, and highly proactive Administrative Support Specialist who can quickly learn our systems and provide assistance wherever it is needed. Position Summary Optima Energy is seeking a part-time Administrative Support to assist commercial program lead with a variety of administrative and project-related tasks. This position is scheduled for Monday through Friday from 8:00 a.m. to 2:00 p.m., for a total of 30 hours per week. The position is designed to begin on a part-time basis and may transition to full-time employment following the 90-day probationary period. An earlier transition may be considered based on the employee's performance, reliability, ability to learn, quality of work, and the company's operational needs. This is not a position with an extensive formal training program. Initial guidance and instructions will be provided, but the selected candidate must be comfortable learning independently, researching unfamiliar tasks, taking accurate notes, and quickly applying new information. Tasks will be assigned based on the company's daily and weekly needs. The ideal candidate must be flexible, organized, resourceful, and comfortable shifting between different assignments. Primary ResponsibilitiesGeneral Administrative Support Provide day-to-day administrative support to management, project managers, estimators, accounting personnel, and field operations. Complete tasks assigned on an as-needed basis and manage changing priorities throughout the workday. Prepare, update, organize, and maintain electronic and paper documents, spreadsheets, folders, trackers, templates, and project records. Assist with data entry, document formatting, file organization, scanning, uploading, printing, copying, and recordkeeping. Monitor assigned tasks and follow through without requiring repeated reminders. Maintain organized digital files using consistent naming conventions and folder structures. Handle company, customer, employee, and project information professionally and confidentially. Microsoft Office and Google Workspace Create, update, and format spreadsheets using Microsoft Excel and Google Sheets. Use formulas, filters, sorting, basic calculations, tables, conditional formatting, and organized data layouts to maintain accurate trackers and reports. Create and edit professional documents using Microsoft Word and Google Docs. Prepare basic presentations using Microsoft PowerPoint and Google Slides when requested. Use Microsoft Outlook, Gmail, Google Drive, Microsoft OneDrive, Google Calendar, and other cloud-based platforms. Convert, combine, organize, rename, and manage Word, Excel, PDF, image, and other common business files. Troubleshoot basic formatting and document issues independently before requesting assistance. Project and Operations Support Assist with maintaining project trackers, schedules, material lists, field survey information, installation records, and closeout documents. Enter fixture counts, equipment quantities, site information, pricing, labor details, and project notes into company templates. Organize field photographs by property, building, floor, area, fixture type, or project phase. Help prepare project folders and supporting documents for lighting, HVAC, heat pump water heating, water conservation, electrification, and maintenance projects. Assist with tracking project status, customer approvals, material orders, installation dates, inspections, invoices, incentive documentation, and outstanding items. Review documents for missing information, inconsistent quantities, formatting errors, and incomplete sections. Communicate missing information or potential errors to the appropriate team member before documents are finalized. Proposal and Estimating Support Assist with preparing and formatting proposals, scopes of work, equipment lists, pricing summaries, exclusions, warranty information, and terms and conditions. Transfer field survey information and estimator notes into organized customer-facing documents. Help prepare preliminary quantity tables, pricing worksheets, material summaries, and project schedules. Confirm that customer names, property addresses, project descriptions, quantities, pricing, and supporting information are entered accurately. Maintain proposal templates and update standard company information when directed. Proofread documents for spelling, grammar, consistency, and professional presentation. Purchasing and Material Support Assist with preparing purchase orders, material lists, supplier quote comparisons, and order-tracking spreadsheets. Enter vendor pricing, quantities, model numbers, descriptions, sales tax, delivery information, and project assignments into company records. Organize supplier quotes, packing slips, receipts, order confirmations, invoices, return authorizations, and warranty documents. Follow up internally regarding missing pricing, delayed materials, backorders, incorrect shipments, and incomplete purchase information. Coordinate with warehouse and project personnel to help confirm material quantities and delivery status. Scheduling and Field Coordination Assist with scheduling site visits, lighting surveys, maintenance visits, installations, inspections, and customer appointments. Prepare schedules, appointment confirmations, technician information, property addresses, access instructions, and site-contact details. Help maintain shared calendars and project schedules. Communicate schedule updates to the appropriate internal team members. Document access issues, rescheduling requests, customer delays, and incomplete visits. Assist with preparing daily or weekly field packets, survey forms, property lists, maps, and project information. Customer and Vendor Communication Prepare professional emails to customers, property managers, accounting departments, vendors, subcontractors, and internal team members. Assist with requesting documents, pricing, approvals, schedules, payment updates, access information, and project details. Respond to routine communications when authorized and forward technical, contractual, or pricing questions to the appropriate team member. Maintain a professional and helpful tone in all written and verbal communications. Document important communication and save relevant emails or attachments in the correct project folder. Accounting and Invoice Support Assist with organizing invoices, receipts, purchase orders, change orders, customer approvals, and supporting billing documentation. Enter project, customer, vendor, and invoice information into company trackers. Help verify that invoices contain the correct customer name, billing address, project description, amount, and supporting documentation. Assist with preparing invoice packages, customer closeout documents, and information for accounts payable or accounts receivable. Track outstanding documents, customer approvals, vendor invoices, and payment-related follow-up items as directed. Other Duties Perform additional administrative, operational, customer-service, purchasing, scheduling, marketing, or project-related tasks as assigned. Research unfamiliar topics, products, properties, programs, or procedures when requested. Tend to the warehouse chickens. Learn and use new software, platforms, templates, and company systems as needed. Support special projects and urgent assignments while continuing to manage routine responsibilities. The duties listed are not intended to be an exhaustive list. Responsibilities may change based on company and project needs. Required Qualifications The candidate must have a high school diploma or equivalent. College coursework or a degree in business administration, accounting, project management, construction management, communications, or a related field is helpful but not required. Strong working knowledge of Microsoft Excel, Microsoft Word, Microsoft Outlook, and Microsoft PowerPoint is required. Strong working knowledge of Google Sheets, Google Docs, Gmail, Google Drive, Google Calendar, and Google Slides is required. The candidate must be comfortable working with spreadsheets, formulas, tables, shared documents, cloud storage, PDFs, email attachments, and digital file systems. Strong typing, data-entry, proofreading, and document-formatting skills are required. The candidate must have strong attention to detail and be able to identify errors, missing information, and inconsistencies. The candidate must be proactive and willing to look for the next task rather than waiting to be continuously directed. The candidate must be a fast learner who can retain instructions and apply them to future assignments. The candidate must be comfortable learning independently with limited formal training. The candidate must be able to research solutions, use available resources, and attempt to resolve routine issues before requesting assistance. The candidate must be dependable, punctual, organized, professional, and able to meet deadlines. The candidate must be able to manage multiple assignments and adjust priorities when urgent tasks arise. Strong written and verbal English communication skills are required. Preferred Qualifications Previous experience in administrative support, office coordination, project administration, construction, energy efficiency, electrical contracting, HVAC, property management, purchasing, estimating, invoicing, or customer service is preferred. Experience preparing proposals, scopes of work, purchase orders, invoices, project trackers, schedules, or closeout documents is helpful. Experience working with Adobe Acrobat, Canva, PDF editing software, project management platforms, accounting systems, or customer relationship management systems is helpful. Experience organizing large amounts of project information and photographs is preferred. Bilingual English and Spanish communication skills are helpful but not required. Technology Requirements The selected candidate should be comfortable using technology throughout the workday and must be able to learn new programs quickly. The employee may be required to work across multiple platforms, including Microsoft Office, Google Workspace, cloud-based file systems, project trackers, PDF software, email systems, online portals, and company-specific templates. The candidate should know how to search for solutions, follow written or video instructions, and apply newly learned processes without requiring step-by-step supervision for every task. What Success Looks Like Assigned tasks are completed accurately and by the requested deadline. Spreadsheets, documents, trackers, and project files are organized and easy for the team to use. The employee takes complete notes and does not require the same instructions to be repeatedly explained. Potential errors, missing information, and approaching deadlines are identified and communicated early. The employee actively follows up on unfinished assignments and keeps management informed of progress. Customer and vendor communications are professional, clear, and properly documented. The employee learns new systems quickly and becomes increasingly independent during the probationary period. The employee can transition between proposals, scheduling, purchasing, accounting support, project tracking, and general administrative assignments as company needs change. Ideal Candidate The ideal candidate is someone who does not need to be closely supervised throughout the day. This person is naturally organized, curious, resourceful, and comfortable figuring out how to complete unfamiliar assignments. We are looking for someone who asks thoughtful questions, takes detailed notes, learns from corrections, and applies what they have learned to future tasks. The right candidate will understand that "administrative support" at Optima Energy can include a wide range of responsibilities. One day may involve updating an Excel tracker, while another may involve formatting a proposal, organizing project photos, requesting vendor pricing, scheduling a field visit, or helping prepare invoice documentation. The successful candidate will be flexible, responsive, accurate, and willing to assist wherever support is needed. Schedule and Growth Opportunity The initial schedule is Monday through Friday from 8:00 a.m. to 2:00 p.m., totaling 30 hours per week. The selected candidate will complete a 90-day introductory probationary period. The position may transition to full-time employment after the probationary period based on performance, attendance, reliability, accuracy, demonstrated initiative, ability to work independently, and company needs. Management may consider an earlier full-time transition when an employee demonstrates exceptional performance and the ability to take on additional responsibilities. A transition to full-time employment is not automatic or guaranteed. Candidates selected for consideration may be asked to complete a practical skills assessment involving Excel, Google Sheets, document formatting, email preparation, data entry, file organization, and following written instructions. Equal Employment Opportunity Optima Energy, Inc. provides equal employment opportunities to qualified applicants and employees. Employment decisions are based on qualifications, experience, performance, business needs, and the ability to perform the essential responsibilities of the position.
