Office Administrator
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Job Location:
Monthly Salary:
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Job Summary
The Administrative Assistant performs a range of technical administrative and clerical duties in support of the office staff. This position also serves as the main receptionist for the company and greets visitors responds to public inquiries and provides information about the organization.
Responsibilities
Answers phones and routes to appropriate personnel.
Screens incoming walk-ins.
Maintains consistency amongst structural and organizational details throughout office.
Maintains inventory of office/kitchen supplies employee work shirts and safety vests.
Schedules/coordinates cleaning schedule
Checks for incoming mail. Sends out any outgoing mail.
Assists in facilitating company culture within the office.
Maintains company website for accuracy.
Assist Human Resources with the following responsibilities:
Prints incoming job applications for review with HR Manager & Project Manager.
Assists in scheduling employee meetings and employee reviews.
Ensures all review paperwork is completed and ready prior to scheduled meeting.
Assists in maintaining an internal employee assessment system by making sure the forms are completed in a timely manner and the information is stored correctly and accurately.
Assists with procedural timecard data corrections.
Assist with electronic file maintenance.
Assists with preparation/planning of company quarterly meetings.
Special projects and additional duties as assigned.
Assist Accounting Department with the following responsibilities:
Accounts payable data entry into QuickBooks and other applications as assigned.
Assists in recovering project specific waivers from vendors. Reports any obstacles or discrepancies to Controller.
Assists in coordinating project specific insurance documents are accurate and up to date.
Assists with reconciliation of fleet card transactions as required.
Special projects and additional duties as assigned.
Assist Project Management team with the following responsibilities:
Assist with project management software and ensures certain required documentation is uploaded/compliant. Works with project leaders to ensure documentation is uploaded.
Assists in receiving materials and notifies correct project leaders of material arrival.
Prints/binds safety documentation when applicable.
Coordinates meeting locations/requirements for leadership meetings.
Assists with specific project-based submittal requirements.
Coordinates vehicle maintenance for employees with company vehicles.
Special projects and additional duties as assigned.
Skills and Knowledge
QuickBooks experience required.
Attention to detail and problem-solving skills.
Excellent written and verbal communication
Must be bilingual (Spanish)
Strong organizational and planning skills
Proven admin or assistant experience
Experience with Microsoft Office and Google Docs Forms and Sheets
Required Experience:
Unclear Seniority
Key Skills
- Office Manager Experience
- Microsoft Office
- Data Entry
- Microsoft Outlook
- Microsoft Word
- QuickBooks
- Office Experience
- Microsoft Excel
- Filing
- Administrative Experience
- Microsoft Outlook Calendar
- Bookkeeping
