What are the responsibilities and job description for the Administrative Assistant position at Palo Alto Builders?
Company Description
Palo Alto Builders is a full-service construction company dedicated to delivering high-quality construction services in Palo Alto, CA. Our team is committed to excellence, innovation, and customer satisfaction.
Role Description
We are seeking a full-time, on-site Administrative Assistant for our Palo Alto office. The Administrative Assistant will play a crucial role in supporting our office operations and ensuring smooth daily functioning. This position involves a variety of administrative tasks, including answering and directing phone calls, managing the print shop, handling deliveries, and sending out invoices. The Administrative Assistant will also provide executive administrative support to management, assist in making job arrangements, and offer help wherever needed.
Key Responsibilities:
- Answer and direct phone calls to appropriate personnel.
- Manage and oversee the print shop, ensuring efficient operation.
- Handle deliveries and ensure timely distribution of documents and materials.
- Send out invoices and manage billing processes.
- Provide executive administrative support to management, including scheduling and correspondence.
- Assist in making job arrangements and organizing meetings and appointments.
- Maintain and organize employee and customer files, ensuring confidentiality and accuracy.
- Perform general office duties such as filing and data entry.
- Prioritize and complete daily tasks efficiently and effectively.
- Assist with additional tasks as needed to support office operations.
Qualifications
- Ability to organize a daily workload by prioritizing and completing tasks efficiently.
- Excellent organization skills, attention to detail, and excellent communication and time management skills.
- Proactive problem-solving skills and a proactive approach to tasks.
- Must have your own vehicle (mileage reimbursement provided for work-related travel).
- Previous experience in an administrative role is preferred.
If you are a motivated and organized individual with a proactive attitude and the ability to manage multiple tasks efficiently, we invite you to apply for this position and join our team at Palo Alto Builders!