Administrative Assistant

Our main office is seeking an Assistant Office Manager / Admin to assist the administrative staff in overall day to day business Management.

Key Responsibilities:

• Assist front office team, train, and support administrative staff / technicians. Post employment opportunities, interview, and oversee hiring process.

• Implement new processes and policies per the request of GM/CFO.

• Assist the Project Manager(s) with various costing projects. Audit projects and invoices for contract compliance and accuracy. Audit job communication logs for accuracy and follow up needs.

• Respond to and resolve customer inquiries, and complaints in a courteous, accurate, and professional manner.

• Maintain project files and completing necessary filing for accounting. Work closely with accounting for file requests, supply submission. Create cost project spreadsheets as requested.

• Various administration tasks, writing / updating contracts, document processing. Filing all project folders.

• Knowledge of docusign, or ability to learn.

• Updating / auditing information in the company database.
• Bidding city or government contracts with all job submissions.
• Handle incoming phone calls, perform follow-up calls regarding customer inquiries, billing, and contract terms to assure follow-through completion and satisfaction.

• Follow project process from start to finish per company policy.
• Meet accuracy goals, handle multiple daily tasks in office. This includes but is not limited to: inventory of supply, order requests, and organization of supply room; crew truck inventory, cleaning supply / equipment, inventory sheet filing; waste manifest filing, cleaning and inventory of vehicles.

• Organization of Company Compliance with regards to licenses, fleet registration, employee certifications, employee files.
• Project a knowledgeable, enthusiastic, positive behavior that encourages customer confidence and reflects the professional image desired by the company.

To Excel in this role: Proficient with computers, Word, Excel, and Basecamp. Professional communication skills with demonstrated ability to speak and influence at management level. Excellent verbal and written communications skills. Demonstrate strong administrative skills with excellent judgment and problem resolution skills.

Must be able to work under deadline demands and in a fast-paced environment. Must have strong organizational skills along with excellent verbal and written communication abilities.

Required to have regular attendance and punctuality.

• Previous experience with a Construction Company is a plus!

Ability to communicate with individuals at multiple levels. A natural leader who can provide numerous examples of keeping his/her team on task.

Qualifications: Relevant qualifications with experience in Contracting Industry office administration. Managerial and / or Accounting experience.

Please Note: As a condition of employment, a satisfactory drug test and background check are required. Valid driver's license required. Will be doing various tasks on and off site. We do have company vehicles, but valid license is required. Serious candidates will be considered. Must be available for immediate hire.

Job Types: Full-time, Part-time

Pay: $16.00 - $19.00 per hour

Benefits:

• 401(k)
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday
• Weekend availability

Application Question(s):

• There is a lot of cleaning, filing, walking, and task running with this position. Sometimes the execs need work performed off-site. Can you manage multiple tasks in a day, and have good time management / organizational skills?

Experience:

• Administrative & Business Operations: 1 year (Preferred)

Work Location: One location