Office Assistant

Position Overview:

The Office Assistant plays a crucial role in ensuring the seamless operation of the Matukat Construction office. This position encompasses a variety of responsibilities, including, but not limited to, maintaining an organized workspace, managing employee schedules, and overseeing essential paperwork. The ideal candidate is a self-starter with a people-oriented approach and exceptional organizational skills.

Key Responsibilities:

Administrative Duties:

• Maintain a clean and efficient office environment.
• Exhibit flexibility by taking notes during meetings, sending emails, and documenting meeting outcomes.
• Answer incoming calls, warmly welcome visitors, and direct inquiries to the appropriate resources.
• Receive, sort, and distribute mail and packages.
• Schedule meetings, ensuring all necessary attendees are present when requested.
• Mail checks and packages as required.

Scheduling and Time Management:

• Implement and manage employee schedules, coordinating meetings for all company personnel.
• Oversee time-off requests, tracking PTO and sick leave.
• Arrange meetings for the preconstruction team with potential clients.
• Schedule appointments for the CEO and COO as needed.

Compliance and Documentation:

• Gather and maintain all subcontractor documentation, including W9 forms and Certificates of Insurance (COIs).
• Assist with internal and external audits as necessary.

Active Project Assistance:

• Place orders as directed by project managers.
• Track orders and keep project managers updated on the status of items.

Miscellaneous Duties:

• Arrange meals for the office, executives, and meetings upon request.
• Occasionally assist executives with personal tasks during work hours.
• Ensure the break room is stocked with necessary supplies.
• Prepare the office for meetings by tidying the conference room and providing coffee and water.
• Conduct regular office walkthroughs to check on staff needs.

Requirements/Qualifications:

• Self-starter with a proactive attitude.
• People-oriented mindset.
• Ability to thrive in both fast-paced and slower environments.
• Strong problem-solving skills.
• Proficient in Microsoft Office Suite or willing to learn.
• Exceptional organizational abilities.
• Excellent written and verbal communication skills.
• Capability to implement and adhere to systems.
• Meticulous attention to detail.
• Commitment to maintaining confidentiality of internal and sensitive information.

Disclaimer:

This role and its responsibilities are continually evolving. The individual must be adaptable and willing to take on diverse tasks based on the company's needs.