Position Title: Operations Assistant
Work Location: San Diego 100% onsite
Required Qualifications:
1-4+ years of professional administrative experience within a corporate office environment
Extreme attention to detail
Ability to anticipate needs and work proactively to complete required tasks
Problem solving skills and ability to investigate information
Exceptional communication and follow-up skills
Experience managing workload and time-sensitive tasks in a fast-paced, high-volume work environment
Organization skills and ability to manage many different tasks at one time
Proficient with Outlook, Excel, and ability to navigate internal systems to retrieve information
Ability to work independently and in a team environment
Project Details: The Metro District is responsible for managing all coordination of construction service orders from inception to construction completion for new gas and electric service installations, remodels, upgrades, relocations, and removals of facilities. The team consists of Service Coordinators who manage customer service, and Service Planners who plan, design, and oversee the service orders. The Operations Assistant will perform advanced and highly complex administrative/clerical functions in support of this work and will serve as a middleman between the Service Coordinators and Service Planners.
Daily Responsibilities:
Works in a fast-paced, high-volume work environment
Performs advanced and highly complex administrative/clerical functions in support of Service Planners and Service Coordinators
Anticipates needs and works proactively to complete required tasks
Works independently, as well as with various teams and plans or schedules own work
Meets important deadlines, responds to requests within the desired time frames, and communicates in advance problems that may prohibit meeting schedules
Accurately assembles work orders reports and work orders for distribution to related departments
Reviews written material for accuracy and completeness
Maintains records and reconciles report data
Takes appropriate action to gather additional information as needed
Demonstrates systems proficiency and workstation skills to access information and provide answers to inquiries on customer projects
Service Planner Support Tasks:
Support 3-4 Planners in the group
Prepare fielding packets for the Planners that they receive every week. This will include printing the fielding packets, attaching the appropriate maps to the packet, and attaching all other associated files that are necessary for the Planner’s reference
Request Linemen reports via Smartsheet for Planners when they do underground jobs. This will include preparing this report/Smartsheet, pulling maps, requesting locators (if needed by the Planner), and sending this information to dispatchers as needed
Service Coordinator Support Tasks:
Once the Planner finishes fielding and writing a job, you will receive the Planner fielding packet back and prepare this for the Service Coordinator
Set up the customer file based on the fielding packet
Attach different forms based on the type of service order (i.e., service orders with fees involved will have different forms and will have to be prepared differently than other service orders)
Upload files and perform data entry into SAP and other systems for records management
Distribute work to Service Coordinators who will manage the scheduling
Performs other duties as assigned
