Mapping Admin Assistant

Job title: Mapping Admin Assistant

Type of employment: Full-time

Shift Schedule: Monday–Friday 8:00 AM–5:00 PM PST

High-level summary

Provide remote administrative support for creating, updating, and maintaining accurate property and equipment maps for Lighting, Plumbing, and HVAC services.

Complete assigned mapping work orders accurately and by required deadlines while keeping the Mapping Dashboard and related records up to date.

Provide cross-trained backup support for General Administration when assigned, following established procedures and the same accuracy and deadline expectations as regular mapping work.

About the Company:

A family-owned commercial service contractor serving Northern California, providing maintenance and service support across Lighting, Electrical, Plumbing, and Mechanical departments.

Company core values:

• Excellence
• Vision
• Respect
• Communication
• Ownership

Objective of this role:

• Create, update, and maintain accurate property and equipment maps for Lighting, Plumbing, and HVAC services.
• Complete assigned mapping work orders by their required deadlines.
• Keep the Mapping Dashboard, FieldOps records, and applicable trackers accurate and current.
• Identify missing or conflicting information and seek clarification before making unsupported changes.
• Provide General Administration backup support when assigned.

Responsibilities:

Mapping & Work Orders

• Create, update, and correct site maps for Lighting, Plumbing, and HVAC using work orders, site records, photos, and provided instructions.
• Update fixture and equipment locations, identification numbers, labels, and related map records.
• Confirm map changes match supporting documentation.
• Process assigned pole-labeling work orders and update corresponding map labels and records.
• Prepare blank maps requested by internal teams and save or distribute them according to procedures.
• Check requests for missing or conflicting information and seek clarification before making unsupported changes.
• Review completed maps and work orders for accuracy.

Deadlines, Dashboard & Communication

• Monitor and prioritize assigned work orders to ensure completion by required deadlines.
• Communicate potential delays before deadlines are missed.
• Update the Mapping Dashboard with accurate statuses, completed work, and pending items.
• Flag missing information, workload conflicts, or at-risk deadlines to the Team Lead.
• Record work performed and attach or retain required maps, notes, and supporting documentation in FieldOps and applicable trackers.
• Send thank-you letters to customers to confirm map accuracy.
• Follow up on outstanding responses and coordinate necessary corrections before maps are finalized and dispatched for onsite mapping.

General Administration Backup Coverage

• Cross-train on General Administration tasks and complete them when assigned.
• Enter or correct customer and property contact information.
• Set up new sites using supplied site, customer, service, and contact information.
• Process assigned administrative work orders and record completion notes.
• Prepare or route pre-lien documentation following established processes and deadlines.
• Coordinate requests for Certificates of Insurance (COIs), verify required information, and route or track documentation.
• Update account and technician assignments and related tracking reports when directed.
• Update administrative trackers and prepare requested status or reassignment reports.

Required skills and qualifications:

• Administrative experience is required.
• Strong attention to detail when working with maps, equipment labels, numbers, and work-order instructions.
• Ability to manage multiple assigned work orders and prioritize tasks by deadline.
• Ability to consistently complete assigned tasks on time.
• Clear written English communication skills.
• Reliable follow-through on assigned work and questions.
• Ability to work independently after training.
• Ability to follow established procedures.
• Ability to identify unclear instructions and escalate matters requiring approval.
• Reliable availability during business hours.
• Willingness to cross-train for team coverage.

Preferred skills and qualifications:

• Familiarity with administrative work orders and service-related documentation.
• Comfort working with maps, property records, equipment information, and detailed instructions.
• Familiarity with FieldOps, Google Maps, Google Sheets, Publisher, or Front.
• Ability to quickly learn specific systems and procedures.
• Previous experience supporting teams that manage multiple work orders or service-related tasks.

Additional Requirements:

• Tech Specs: Laptop: High-spec, e.g., 16GB RAM, 256GB SSD, i5 10th gen+ or Ryzen equivalent.
• Dual monitors are required.
• Internet: Two separate, wired connections (e.g., PLDT + Converge). Mobile data is not a sufficient backup.

Originally posted on Himalayas