What are the responsibilities and job description for the Administrative Assistant position at Donohoe Companies Inc., The?
Overview
Complete Building Services (CBS) is a company that is passionate about the operation and maintenance of facilities in the commercial and public sector. CBS is the largest division of The Donohoe Companies, Inc. Washington's oldest real estate company. At CBS, we celebrate our diverse group of talented employees - and it shows. We are proud to say that we have been ranked #3 on the Washington Business Journal's 2024 Corporate Diversity Index.
Responsibilities
Complete Building Services is looking for an Office Manager for eight (8) hours a day, forty (40) hours a week, Monday through Friday, between the hours 7:00 am – 3:30pm or as agreed. Support client’s operation, ensuring the office operates efficiently and smoothly.
The Office Manager will provide the listed duties below:
Oversee and support all administrative duties in the office and ensure that the office is operating smoothly.
Manage office supplies inventory and place orders as necessary.
Perform receptionist duties: greet visitors, and answer and direct phone calls.
Receive and sort incoming mail and deliveries, manage outgoing mail.
Assist is the development of office policies and procedures, and ensure they are implemented appropriately.
Assist with office layout planning and office moves, supporting IT infrastructure.
Assist in managing office budget.
Identify opportunities for process and office management improvements.
Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports.
Arrange with building owner/property management company or external service that office cleaning and maintenance are done periodically.
Coordinate with building owner/property management company to resolve issues within client’s space.
Make service requests to owner/property management company or external service to fix any technical problems.
Work to resolve building security issues.
Accompany external contractors doing work in client office space.
Coordinate preventive maintenance activities or arrange for corrective work for emerging issues.
The Contractor will ensure that the Office Manager provides Visitor Support by granting access to visitors and providing a designated space for each visitor, catering to their specific needs. A few other tasks the Office Manager will provide are the following:
Support visitors when using office technology, facilities, and spaces.
Arrange catering services and cleaning after visitor meetings.
Help visitors arrange services in the DC area (cars, restaurants, etc.).
Arrange for temporary personnel to assist in meetings and events (waiters, caterers, drivers).
Pay Rate: $25-$30Hr.
Qualifications
Requires 3 years' experience in office administration, billing, invoicing, and financial tracking
Must support robust tracking of reimbursable spending accounts
General understanding of maintenance operations is a plus
Knowledge of Microsoft Office Suite and basic accounting functions required
Project tracking software experience
Proficiency with TMA Systems CMMS
Candidate must be a high school graduate or equivalent
Excellent written and oral (English) communication skills
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