Office Admin

Location: Ontario, CA

About the role

The Office Administrator plays a key role in supporting daily service operations for UST, a Tech24 company specializing in commercial kitchen equipment repair and service. This position is responsible for the accurate creation, processing, and ongoing maintenance of work orders, customer and vendor information, service activity, and updates across internal systems and customer portals. The Office Administrator will work closely with technicians, service management, customers, vendors, and internal teams to ensure work orders are accurate, service information is up to date, and required documentation is completed throughout the service process. This role is ideal for a highly organized and detail-oriented individual who is comfortable working with computer systems, databases, customer portals, email, and work order management platforms. The ability to manage multiple priorities while maintaining accuracy and timely communication is essential.

Responsibilities

• Create, process, update, and maintain work orders throughout the service lifecycle
• Enter and maintain accurate customer, equipment, service, and job information within company systems
• Perform frequent updates to work order portals, customer portals, and internal service platforms
• Monitor work orders for missing information, documentation, status updates, and required follow-up
• Update service activity, technician notes, estimates, approvals, and job statuses as required
• Manage service-related email inboxes and respond to or route inquiries appropriately
• Create and maintain new customer records, vendor information, and other administrative databases
• Coordinate service and scheduling information between technicians, service management, customers, and internal teams
• Communicate with customers regarding service status, scheduling information, documentation, and other administrative needs
• Answer and route incoming phone calls in a professional and customer-focused manner
• Assist with processing estimates, purchase orders, invoices, and other service-related documentation
• Upload and maintain required documents, photos, service records, and other job information within applicable portals
• Monitor customer and vendor portals for new work, updates, approvals, or required actions
• Support system integrations and data accuracy between service platforms, customer portals, and internal systems
• Maintain organized digital records and ensure documentation is complete and accurate
• Identify discrepancies or missing information and follow up with the appropriate team members for resolution
• Assist service management and technicians with administrative tasks that support efficient service delivery
• Maintain confidentiality and accuracy when handling customer and company information
• Perform other administrative duties as assigned to support service operations

Qualifications

• 2+ years of experience in office administration, service coordination, dispatching, data entry, or a similar administrative role
• Experience working in HVAC, refrigeration, commercial kitchen equipment, construction, facilities, or another service/repair environment is a plus
• Strong computer skills and the ability to work comfortably with multiple systems and web-based platforms
• Experience managing work orders, service portals, databases, or field service management software is preferred
• Strong attention to detail and a high level of accuracy when entering and updating information
• Strong organizational and time-management skills with the ability to manage multiple priorities
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office, email, databases, and web-based applications
• Ability to learn new software and systems quickly
• Strong problem-solving and follow-up skills
• Ability to work independently while collaborating effectively with technicians, management, customers, and vendors
• Dependable, professional, and customer-focused
• High school diploma or equivalent required; additional education or certifications are a plus

Benefits

• Fully Equipped for Success – Company computer and equipment provided
• Work-Life Balance – Generous paid time off, paid holidays, and your birthday off
• Comprehensive Benefits – Medical, dental, vision, and short-term disability coverage (effective the 1st of the month following your date of hire)
• Company-Paid Protection – Long-term disability and basic life insurance at no cost to you
• Retirement Planning Made Easy – 401(k) with company match and immediate vesting
• Employee Assistance Program (EAP) – Free, confidential counseling and support for you and your family, including financial and legal resources

Pay

• Weekly Pay – Reliable pay, every week
• Advertised pay range: $24 per hour (final compensation determined based on experience, skills, qualifications, and market conditions)