This position will be out of our Mobile, AL Office.   This individual is efficient and comfortable being a member of a team. The ability to multi-task, while maintaining complex schedules and providing administrative support, is essential in this position. The ideal candidate for this job is resourceful, a good problem solver and organized.  Assuring a steady completion of workload in a timely manner is key to success in this position.   Administrative Duties Answer and direct incoming phone calls and emails Greet customers, vendors, and visitors in a professional manner Maintain organized electronic and paper filing systems Process incoming and outgoing mail Manage office supplies and coordinate office maintenance needs Prepare reports, spreadsheets, and correspondence Support branch leadership with administrative tasks and special projects   Service Operations Support Assist with scheduling service inspections, repairs, and emergency calls Assist with technician schedules and dispatching Track inspection due dates and customer service requirements Verify service tickets are completed and properly documented Follow up with customers regarding appointments and service requests Assist with maintaining inspection and testing records   Customer Service Respond to customer inquiries Create and update customer accounts Handle service requests and or work orders Maintain customer contact information Prepare customer communications and notices   Sales and Estimating Support Assist in preparing quotations, proposals, and contract documents Track proposal activity and customer follow-ups Maintain project files, permits, and documentation Support project managers with administrative coordination and document control Assist with project closeout packages and customer documentation Assist sales representatives with administrative needs    Billing and Financial Support Assist with and create invoices from completed work orders Review technician paperwork for billing accuracy Assist with accounts receivable collections Process purchase orders and vendor invoices Track job costs and project expenses Reconcile branch reports and documentation   Project Administration Set up new projects in company systems Maintain project documentation Track permits, inspections, and compliance requirements Coordinate communication between customers, contractors, and field personnel   Compliance and Documentation Support site specific and OSHA safety documentation requirements Ensure inspection reports are properly filed Maintain licensing, certification, and training records. Organize inspection reports, contracts, and compliance documents Support safety program administration and recordkeeping. Ensure company records are accurate, complete, and up to date Assist with audits and internal reporting requirements   Fleet and Employee Support Help manage vehicle maintenance records Track fuel cards and vehicle information Process employee onboarding paperwork Coordinate uniforms, badges, and equipment requests Maintain employee personnel files Support payroll and timekeeping processes   Key Skills Customer Service Scheduling and Coordination Data Entry and Recordkeeping Microsoft Office Communication Skills Organization and Time Management Problem Solving Team Collaboration Billing and Documentation Management