Front Office Administrative Assistant

Job description

Small civil engineering and land surveying firm is looking for a motivated, honest and accountable Front Office Administrative Assistant with an excellent attitude and work ethic to be a part of our team. We are seeking an individual who is detail oriented, able to multi-task and has great initiative. We need to add another long-term member to our staff which would help us grow and build our existing team.

Job Responsibilities

The Front Office Administrative Assistant is responsible with front office duties as well various administrative duties and projects. This position will provide support to company personnel in various departments and will play a key role in the efficiency of the company’s operations. This position will also require some driving to and from the office to various destinations.

Other responsibilities include, but are not limited to, the following:

· Answer multiple phone lines in a timely manner following professional phone etiquette while using proper grammar. Route calls to appropriate staff member/department. Take down phone messages that are legible and concise.

· Greet/handle office visitors in a professional manner.

· Manage incoming and outgoing mail and vendor deliveries.

· Coordinate and schedule meetings/appointments (staff with clients, staff with agencies/consultants, in house etc.). Resolve any schedule conflicts.

· Advice associates of daily schedule

· Assist with general office management duties (inventory/stocking supplies, calendar management, and booking conference room).

· Maintain front reception area and conference room.

· Perform various clerical tasks, such as filing, photocopying/scanning, collating, research, data entry, prepare correspondence and documents, organize paperwork, etc.

· Communicate effectively with office personnel, clients, contractors and different agencies

· Prepare and process client proposals, contracts, and scope change/contract modification documents.

· Establish contacts, develop relationships and maintain communication

· Develop, maintain and update spreadsheets and company database

· Retrieve documents from filing system

· Assisting other office personnel with paperwork,

· Prepare, modify and distribute documents including correspondence, reports, drafts, memos and emails

· Prepare and submit business expenses in an accurate and timely manner.

· Provide general administrative support to others as required and perform special projects as requested.

· Help coordinate maintenance of office equipment

· Coordinate and maintain records for staff, telephones, parking and petty cash

· Must maintain a professional appearance and conduct themselves in a professional manner

· Assist with miscellaneous projects

· Additional duties as assigned

Job Requirements

· High School Diploma or equivalent

· Minimum of 2 years of working experience as receptionist or administrative assistant

· Degree in business administration or a related field is a plus but not required

· Basic understanding of engineering, surveying and community development concepts preferred

· Must be authorized to work in the United States

· Strong computer skills (Microsoft Office and/or WordPerfect Office, Internet Research) and able to quickly learn new programs.

· Good typing and solid data entry skills (thorough and accurate)

· Professional skills in writing and use of proper grammar

· Outstanding Documentation skills

· Strong digital and paper filing skills

· Stay organized and work well under pressure

· Must be able to take and follow directions from others

· Able to work well with others (as a team member) and alone

· Able to maintain positive attitude in challenging situations

· Willing to learn

· Able to adapt to change and learn quickly

· Must be able to work on multiple projects simultaneously

· Capable to prioritize workload in order to meet deadlines while maintaining extreme attention to detail

· Outstanding and clear verbal and written communication skills (including in person, telephone and email)

· Must speak, read, and write English fluently and comprehend

· Must be trustworthy, discreet, ethical, and use good judgement

· Must possess a high level of integrity within and outside the company

· Must be punctual, responsible, dependable, and energetic

· Must have knowledge of operation of standard office equipment (including copiers, fax machines, scanners, and printers)

· Able to read computer screen and paper documents

· Able to sit, stand or walk for long periods at a time

· Able to bend, stoop, kneel, and reach to retrieve and file records

· Must be able to lift and move 10 pounds on a regular basis, up to 25 pounds on occasions

· Must have the dexterity of hands and fingers to operate standard office equipment

· Must be able to perform other duties as assigned

· Must have reliable transportation

· Valid CA Driver's License with insurable DMV record (required to maintain a clean driving record)

Please provide Resume and Cover Letter for consideration.

Job Type: Full-time

Pay: From $20.00 per hour

Expected hours: No less than 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Front desk: 2 years (Required)
• Filing: 1 year (Required)
• Data entry: 1 year (Required)
• Administrative experience: 2 years (Required)
• Typing: 2 years (Required)

Work Location: In person

Salary : $20