An Office or Administrative Assistant performs administrative work in an office. 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, routes mail and maintains calendars and schedules.
Sales & Operations Administrative Assistant Mario Castillo Electric Inc. - 2.3 Signal Hill, CA Job Details Full-time $23 - $28 an hour 1 hour ago Benefits Health insurance Dental insurance Paid time off Vision insurance 401(k) matching Life insurance Qualifications Spanish Teamwork English Project management Attention to detail Construction administrative experience Construction experience Time management Full Job Description About Mario Castillo Electric At Mario Castillo Electric, Inc., (MCE) we are a premier licensed electrical contractor dedicated to powering residential and commercial communities throughout Southern California. Built on a foundation of integrity, technical excellence, and unmatched customer care, our team thrives on collaboration, open communication, and mutual respect. We take pride in creating an empowering environment where every detail matters and every team member's contribution directly drives our success. Position Overview Are you a proactive, highly organized administrative professional who thrives in a dynamic team environment? MCE is seeking a dynamic Sales & Operations Administrative Assistant to serve as the vital link connecting our valued clients, Sales team, and Operations leads. In this pivotal role, you will be the welcoming voice on the phone while proactively overseeing project lifecycles, maintaining flawless records, and ensuring no customer request or operational task falls through the cracks. The ideal candidate is professional, highly organized, detail-oriented, and persistent about following tasks through completion .
Key Responsibilities:
Customer and Telephone Support Answer the company's main telephone line and route calls appropriately. Collect complete information from new and existing customers. Respond to routine questions regarding estimates, appointments, scheduling, and project status. Enter customer inquiries and requested follow-ups into Odoo. Route technical, billing, or project-related questions to the appropriate team member. Ensure customer calls and requests receive timely follow-up. Administrative Review and Accountability Regularly review sales pipeline and active projects. Confirm that every opportunity and project has an assigned owner, next step, and due date. Identify missing follow-ups, documents, deposits, permits, inspections, change orders, and closeout items. Follow up with employees, customers, and vendors regarding incomplete items. Maintain a list of outstanding actions and responsible parties. Assist, when necessary, with collecting payment over the phone. Escalate overdue or high-risk items to management. Provide weekly reports identifying open items, deadlines, and concerns. Verify that Odoo and Service Fusion records are complete and current. Sales Support Enter new leads and customer information into Odoo. Schedule estimate appointments. Prepare and send approved proposals, contracts, and forms. Follow up on open estimates, unsigned contracts, deposits, and missing information. Maintain CRM notes, follow-up dates, and next steps. Confirm that Sales-to-Operations handoffs are complete. Operations Support Create and maintain project files. Assist with scheduling and customer confirmations. Help prepare permit and inspection paperwork. Schedule inspections and track results or corrections. Organize purchase orders, receipts, delivery records, and rental documents. Collect field reports, photos, signed work orders, change orders, and closeout records. Confirm that completed jobs have the documentation required for invoicing.
Ideal Qualifications Experience:
3+ years of administrative support, telephone customer service, sales support, and/or project coordination preferred.
Communication:
Professional, polished phone presence and strong verbal/written communication skills.
Language Skills:
Bilingual proficiency in English and Spanish is required.
Organization:
Exceptional attention to detail, strong time-management, and ability to prioritize multiple competing tasks.
Proactive Mindset:
Comfortable finding missing information, pursuing closure on tasks, and holding team members accountable politely and firmly.
Technical Proficiency:
Experience using CRM, scheduling, or project management software (Odoo and Service Fusion preferred).
Industry Familiarity:
Background in electrical, construction, trade contracting, or home services is strongly preferred.
Permits & Inspections:
Hands-on experience navigating municipal permits and inspection workflows is a plus. What Success Looks Like Your success in this role is measured by customer satisfaction and operational efficiency. You'll excel by ensuring: Every incoming client call is greeted warmly and routed efficiently. Client inquiries receive prompt, reliable follow-up. All sales opportunities and operational projects have clearly documented next steps and assignees. Deadlines are tracked, assigned, and met proactively. Project documentation and permits are completed with high accuracy. Sales handoffs to Operations are frictionless and complete. Finished jobs are fully documented and promptly ready for invoicing. Potential issues or missing items are caught and resolved early. Equal Opportunity Employer Mario Castillo Electric, Inc. is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Pay:
$23.00 - $28.00 per hour Expected hours: 8.0 per week
Benefits:
401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance
