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 in-house, 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 PM’s 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 follow-up skills.
• Self-motivated, 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

• 3-5 years of Office Management Experience
• 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.
• 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 multi-tasking 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 positio