Administrative Assistant

Job description

We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities. Administrative Assistant responsibilities include making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. If you have previous experience as a Secretary or Executive administrative assistant and familiarity within our industry, we’d like to meet you. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.

Responsibilities

• All AP & Invoicing to customers.
• Answer and direct phone calls
• Organize and schedule appointments
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Book travel arrangements
• Submit and reconcile expense reports
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers

Skills

• Must have prior knowledge of QuickBooks software.
• Proven experience as an administrative assistant or office admin assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

Job Types: Full-time

Salary: $18.00- 23.00 per hour

Experience:

• QuickBooks- Minimum 2 years (Required)
• Computer/Excel : 2 years (Required)
• Construction Office: 1 year (Required)

License:

• Drivers (Required)

Language:

• English (Required)

Work Location:

• One location

Benefits:

• Health insurance
• Dental insurance

Hours per week:

• 40

Setting:

• Other

Ergonomic Workspace:

• Yes

Administrative Duties:

• Running errands
• Stocking supplies
• Sorting and sending mail
• Answering and routing phone calls
• Greeting visitors

Financial Duties:

• Expense reports
• Billing

Schedule:

• Monday to Friday
• No weekends
• Day shift
• 8 hour shift

Work Remotely:

• No

Responsibilities:
- Provide administrative support to the office staff and management team
- Coordinate and manage projects, ensuring timely completion and adherence to deadlines
- Proofread documents and correspondence for accuracy and clarity
- Assist with medical or dental reception duties, including scheduling appointments and maintaining patient records
- Utilize Google Suite and other software programs to create and edit documents, spreadsheets, and presentations
- Handle basic bookkeeping tasks using QuickBooks or similar accounting software
- Assist with event planning and coordination, including logistics, invitations, and vendor management
- Maintain organized files and records, both physical and digital
- Provide excellent customer support, both in person and over the phone

Skills:
- Strong organizational skills with the ability to multitask and prioritize tasks effectively
- Excellent attention to detail and accuracy in all work performed
- Proficient in using Google Suite (Docs, Sheets, Slides) or similar software programs
- Experience in medical or dental reception is a plus
- Familiarity with QuickBooks or other accounting software is a plus
- Ability to handle confidential information with discretion and professionalism
- Strong written and verbal communication skills
- Ability to work independently as well as part of a team

This is an excellent opportunity for someone who is highly organized, detail-oriented, and enjoys providing administrative support in a fast-paced office environment. Join our team today!

Job Type: Full-time

Pay: $18.00 - $23.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Life insurance
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Fresno, CA 93706: Reliably commute or planning to relocate before starting work (Required)

Experience:

• QuickBooks: 2 years (Required)
• Construction Office: 2 years (Required)

Language:

• English (Required)

License/Certification:

• CA Divers License (Required)

Work Location: In person

Salary : $18 - $23