Administrative Assistant

SUMMARY

The Administrative Assistant will be responsible for assisting the Office Manager with information management support and document control. The ideal candidate must perform routine clerical and administrative functions such as drafting correspondence scheduling appointments organizing and maintaining paper and electronic files or providing information to callers. He or she must be reliable punctual organized and have demonstrated ability to juggle multiple priorities in a very busy office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Perform receptionist duties: first to greet visitors and first to answer and direct phone calls.
• Receive all mail sort scan and place in appropriate files for processing or job folders.
• Gather all timecards and communicate reports to Payroll department.
• Process and check new hire paperwork for field employees. Back up for Office Manager.
• Assist project managers with tracking any lost time and project site shutdowns.
• Process and distribute necessary reports internally and externally.
• Serve as liaison between field office and main office; project team and field personnel as needed.
• Maintain confidentiality of company information.
• Escalate critical and/or sensitive issues to the Office Manager with recommendation for resolution.
• Receive and process all vendor invoices including UPS invoice processing in Invoice Router and PowerPurchase. Subcontractor invoices will be processed by Office Manager.
• UPS outgoing packages letters checks and paperwork to Martinez.
• Order office supplies for inhouse new jobs and janitorial.
• Works with the PM to submit contract progress milestone billings and T&M billings.
• Billing responsibilities for assigned jobs.
• Weekly Safety VOLT.
• Coordinate lodging accommodations. Handle day to day accommodations and work with PMs and field foremen for booking needs.
• Perform additional assignments as required by the company or as directed by Office Manager.

REQUIRED COMPETENCIES

The requirements listed below are representative of characteristics and demonstrated capabilities sought to perform this job successfully.

• Strong teamwork mentality and ability to work in a collaborative environment across departments.
• Strong organizational record keeping and followup skills.
• Selfmotivated with aptitude for attention to detail and ability to prioritize workflow.
• Ability to manage multiple tasks and meet deadlines on a daily basis.
• Customer focused mindset with ability to meet customers expectations and requirements.
• Business communication savvy with excellent oral and written communication skills.
• Display a professional and positive appearance as representative of the Company.

QUALIFICATIONS

To perform this job successfully the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position requires the flexibility to work with other departments of the Company in the Bakersfield office as well as working directly with project field staff and/or on project work sites as needed.

PREFERRED EDUCATION AND EXPERIENCE

• 35 years of Office Management Experience
• High school diploma or GED required.
• Bachelors Degree or currently pursuing preferred.
• Working knowledge of the construction industry operations management and safety practices a plus.
• Must demonstrate proficiency in Microsoft Office applications (i.e. Outlook Word and Excel).

PREFERRED SKILLS AND ABILITIES

• Business writing and reporting skills
• Excellent organization communication customer service and interpersonal skills
• Scheduling and time management skills
• Strategic analytical and multitasking skills

LANGUAGE SKILLS

Must have the demonstrated ability to effectively communicate in English cooperate and collaborate with multiple levels of customers employees unions government agencies vendors and suppliers and other contractor organizations.

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The physical demands of this position are those associated with working in a typical office environment.

While performing the duties of this job the employee is regularly required to sit see talk and hear. This role requires communicating verbally and in writing one on one in small groups as well as presenting to larger groups of employees. This role requires the ability to work at a computer (reading and keying) for extended periods of time. The employee must move within the office to retrieve files and meet with employees in their offices or conference room. The employee is regularly required to walk reach with hands and arms climb or balance and stoop kneel or crouch. The employee may occasionally lift and/or move up to twentyfive (25) pounds. Specific vision abilities required by the job include close vision distance vision peripheral vision depth perception and the ability to adjust focus.

While performing the duties of this job the employee may be occasionally required to travel by car (as a passenger or driver) to Job Sites or to attend Commercial events/training and must have the ability to navigate around job sites.

CONTRA COSTA ELECTRIC INC. is and EMCOR company and offers a full benefit package including:

• Medical dental vision and prescription
• 401k with company match
• Paid holidays
• Educational assistance
• Salary based on experience and qualifications.
• Salary Range from $17.00/hour to $25.00/hour

We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.

NOTE: This job description is not intended to be allinclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.