Our client is looking for a part-time bilingual Office Assistant. Must be proficient in QuickBooks! You will be responsible for preparing estimates, notices, tracking time and materials, and billing accounts.

Additional administrative duties as needed.

General Office Duties / Responsibilities :

Organize office and assist associates in ways that optimize procedures

Manage emails, letters, packages, phone calls, schedules, and other forms of correspondence

Sort and distribute communications in a timely manner

Review and abide by company policies and procedures

Monitor level of supplies and handle shortages

Create and update records ensuring accuracy and validity of information

Maintain trusting relationships with suppliers, customers, and colleagues

Assist with electronic and paper recordkeeping and file management systems

Complete electronic and paper recordkeeping file management audit and checklists

Assist with Payroll Processing Duties / Time Keeping :

Verify timekeeping records and consult employees about discrepancies

Collect and maintain employee timecards

Enter employee time by project into timekeeping software

Resolve discrepancies related to improper time reporting

Accounts Receivable :

Communicate with previous clients and customers to request payment

Create and update client accounts and projects based on payment or contact information

Assist with updating Purchase Order and Work Order Spreadsheets

File CA Preliminary Notices for customer accounts

Complete and submit CSLB’s Conditional and Unconditional Waivers and Release Upon Progress or Final Payment

Safety Coordination :

Oversee and implement employee safety compliance program

Create weekly safety bulletins and maintain safety records

Send Safety sign-in sheets to customers / stakeholders

Coordination of annual OSHA Safety Training

Update Safety Manuals with new inserts (Office & Truck)

Employee Liaison :

Assist with processing biweekly employee reimbursements

Assist employees with document requests such as new hire packets, timesheets, work order forms, etc.

Provide other assistance as needed

SKILLS :

Working knowledge of office equipment

Basic understanding of office management procedures

Excellent organizational and time management skills

Analytical abilities and aptitude in problem-solving

Possess effective communication skills

Outstanding abilities to communicate in person, in writing, and over the phone

Good MS Word and MS Excel spreadsheet skills and proficiency in other office management tools and applications

Preferred knowledge of QuickBooks Online

Preferred knowledge of QuickBooks Time

Excellent text messaging skills

Bilingual (Spanish)

Pay $20-25 / hr (DOE)

Last updated : 2024-06-22