Administrative Assistant

Job Title:                    Administrative Assistant

Department:            Office Administration

Location:                   El Cajon, CA

Reports to:                Vice President of Operations

FLSA Status:              Non-Exempt

COMPANY OVERVIEW

Dynalectric Company in San Diego is a wholly-owned subsidiary of EMCOR Group, Inc. EMCOR is the world’s leading provider of mechanical and electrical construction and facilities services, including planning, consulting, and operations and maintenance. Dynalectric is San Diego’s leader in complex, fully integrated design/build electrical services. Our project teams include specialists in the design, installation, commissioning and maintenance of tele-data communications, audio/video, process control, building management and fire/safety installations.

 SUMMARY

The Administrative Assistant will be responsible for assisting the Director of Operations and Executives 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, providing information to visitors and callers, and generally keeping the office organized, tidy, and running smoothly.   They must be reliable, punctual, organized, and have a demonstrated ability to juggle multiple priorities in a very busy office.

 ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following. Other duties may be assigned.

• Perform clerical duties, maintain files, and organize documents; photocopy, fax, print, process mail, answer phones etc.
• Use computers for various applications, such as database management or word processing
• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions
• Assist in planning office related meetings
• Help prepare reports and presentations; process and distribute internally and externally
• Data entry
• Update staff calendars and organize schedules
• Prepare information and research for executive needs
• Oversee mail deliveries, packages, and couriers; sort and distribute mail
• Purchase, track, and invoice office supplies for each department
• Set up, break down, organize, and maintain conference rooms, training rooms, kitchens, and meeting rooms
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs
• Maintain confidentiality of company information
• Comply with I.S.O. 9000:2015 operations work instructions, contracts, safety program, and Company established policies and procedures
• Escalate critical and/or sensitive issues to the VP of Operations with recommendation for resolution
• Perform additional assignments as required by the company or as directed by management

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.

PREFERRED EDUCATION and/or EXPERIENCE

• Prior experience handling office responsibilities, experience in customer service, or related field
• High school diploma or GED required
• Bachelor’s Degree or currently pursuing preferred
• Working knowledge of the construction industry, operations management, and safety practices a plus

• Working knowledge of federal, state, and city regulations and guidelines
• Minimum of 40 wpm typing

PREFERRED SKILLS AND ABILITIES

• Excellent and effective written and verbal communication skills
• Business writing and reporting skills
• Excellent organization, communication, customer service and interpersonal skills
• Scheduling and time management skills, performs well in a fast-paced environment
• Strategic, analytical, and multi-tasking skills
• Punctual and dependable
• Willingness to learn and to grow with the company
• Perform well within the team environment as well as work independently as needed

COMPUTER SKILLS

• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars. Visio and Outlook a plus.
• Working knowledge of project and financial software a plus.