Administrative Assistant – Operations & Project Support
Full-Time | On-Site
- Schedule: Monday–Friday, 8:00 AM–5:00 PM
- Compensation: 20.00–23.00 per hour, depending on qualifications and relevant experience
- Reports To: Director of Staff Development
About Optima Energy, Inc.
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Optima Energy, Inc. is an established energy solutions and electrical contracting company specializing in energy-efficient lighting, electrical improvements, equipment installations, and property infrastructure upgrades. We work with multifamily residential communities, commercial properties, and utility programs to deliver practical energy solutions.
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Our team is committed to providing quality workmanship, dependable service, and efficient project execution.
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Smart Energy, Stronger Communities.
Position Overview
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Optima Energy, Inc. is seeking a highly organized, detail-oriented, and proactive Administrative Assistant to support our daily operations, project coordination, and administrative processes.
This position plays an important role in keeping our office and field operations organized, ensuring that important information is accurately documented, project-related tasks are completed, and communication between departments remains efficient.
The ideal candidate is someone who takes initiative, learns quickly, pays close attention to details, and takes pride in completing tasks accurately and on time.
We are looking for an individual who can do more than simply follow instructions. A successful candidate will be comfortable taking ownership of assigned responsibilities, identifying outstanding tasks, following through without repeated reminders, and communicating when additional information or assistance is needed.
Prior construction or electrical industry experience is preferred but not required. We are willing to train the right candidate who demonstrates a strong work ethic, accountability, and a willingness to learn.
Key Responsibilities
Administrative & Office Support
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Answer incoming phone calls, monitor designated email accounts, and route messages to appropriate team members.
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Maintain organized electronic and physical filing systems for project documents, correspondence, and company records.
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Prepare, format, review, and organize spreadsheets, reports, forms, and general office documentation.
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Assist management with tracking outstanding assignments, deadlines, and administrative requests.
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Ensure documents are accurate, properly labeled, saved, and readily accessible.
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Provide general administrative assistance to support daily company operations.
Operations & Project Coordination
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Assist with scheduling technicians, coordinating appointments, and communicating scheduling information to appropriate personnel.
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Maintain and update project trackers, schedules, and internal records.
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Track outstanding project documentation and follow up with internal team members to obtain missing information.
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Help organize project files from initial setup through completion and closeout.
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Maintain organized records of project updates, completion documents, and relevant correspondence.
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Proactively communicate scheduling conflicts, missing documents, or other issues that may delay administrative or project-related activities.
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Help organize project files from initial setup through completion and closeout.
Purchasing & Vendor Coordination
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Contact suppliers and vendors to request pricing, product information, and material availability.
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Prepare and coordinate material orders according to management approval and company procedures.
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Track purchase orders, expected delivery dates, and outstanding materials.
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Follow up with vendors regarding delayed shipments, backordered products, and order discrepancies.
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Maintain accurate purchasing documentation and communicate material status updates to appropriate departments.
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Assist with identifying missing order information or potential purchasing issues before they disrupt project schedules.
Permits, Utility Programs & Project Documentation
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Assist with preparing, organizing, and submitting permit-related paperwork under management direction.
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Support documentation requirements for utility programs, energy-efficiency rebates, and applicable incentive programs.
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Track required forms, supporting documentation, submission statuses, and outstanding information.
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Maintain accurate electronic records related to permits, utility documentation, and program participation.
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Coordinate with internal personnel to obtain the documents needed for timely submissions and project completion.
Required Qualifications
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Strong organizational skills with exceptional attention to detail and accuracy.
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Ability to manage multiple assignments, establish priorities, and meet deadlines.
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Proactive approach to identifying outstanding tasks and following through on responsibilities.
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Strong written and verbal communication skills in English.
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Comfortable using Microsoft Excel, Microsoft Word, Microsoft Outlook, and Google Workspace.
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Ability to work with PDF documents and electronic file management systems.
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Strong computer literacy and ability to learn new programs and internal procedures.
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Dependable, professional, and accountable for assigned responsibilities.
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Ability to work independently while communicating effectively with supervisors and team members.
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Willingness to receive feedback, ask appropriate questions, and continuously improve work performance.
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Ability to maintain confidentiality when handling company and project information.
Preferred Qualifications
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Previous experience in an administrative, office support, or project coordination role.
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Experience working in construction, electrical contracting, property management, or a related industry.
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Familiarity with vendor communications, purchasing processes, or material order tracking.
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Experience maintaining project trackers, schedules, or shared document systems.
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Familiarity with permits, utility programs, or project closeout documentation.
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Bilingual proficiency in English and Spanish.
What We're Looking For
We place significant value on a candidate's work ethic, initiative, and willingness to learn.
The ideal individual will:
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Take ownership: Complete assigned tasks and follow up without needing constant reminders.
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Be detail-oriented: Review work for accuracy, recognize discrepancies, and maintain organized records.
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Think ahead: Anticipate next steps, identify potential issues, and communicate them proactively.
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Communicate effectively: Provide clear updates, ask questions when necessary, and ensure information is not overlooked.
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Learn quickly: Adapt to new procedures, software, projects, and responsibilities.
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Be accountable: Follow through on commitments, acknowledge mistakes, and take corrective action when needed.
Training & Professional Growth
We understand that every candidate brings a different level of experience. Training will be provided on Optima Energy's internal procedures, project documentation requirements, purchasing processes, and operational workflows.
While this is an entry-level-friendly position, there is potential for additional responsibilities and professional growth based on demonstrated performance, initiative, reliability, and business needs.
Compensation & Schedule
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Hourly Rate: 20.00–23.00 per hour
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Employment Type: Full-time, hourly, non-exempt
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Work Location: On-site in Artesia, California
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Work Schedule: Monday through Friday,7:00 AM–4:00 PM, with meal and rest periods in accordance with applicable law
We encourage motivated, detail-oriented individuals to apply even if they do not have previous construction or electrical industry experience.
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Optima Energy, Inc. is an equal opportunity employer. Employment decisions are based on job-related qualifications, experience, demonstrated abilities, and applicable legal requirements.