What are the responsibilities and job description for the Office Assistant position at McCarthy Building Companies, Inc.?

The Receptionist / Operations Assistant will be the first point of contact for visitors and is expected to deliver exceptional, customer service assistance always. The priority for this role is to provide an overall welcoming environment to anyone who walks through our doors. The ideal candidate will be friendly, extremely professional, and service minded.

Reception Desk Coverage Responsibilities :

Welcome visitors in a warm and friendly manner and answer any inquiries.
Operate and maintain accuracy of the multi-line phone system.
Answer and direct all incoming calls in a polite and professional manner and ensure callers get to the correct person.
Promptly open, date stamp, sort and distribute all incoming mail. Scan mail to off-site partners as needed. Notify staff of incoming packages and ensure they are distributed.
Prepare mail / packages to off-site projects and offices for all other mail via courier websites (UPS, FedEx, etc.). Assist staff with outgoing mail / packages.
Maintain reception area, common areas, kitchen and conference rooms, in a safe and tidy manner.
Operate office equipment and contact vendors for repairs as needed.
Update and distribute Regional project directory on a monthly basis.
Upload revised extensions list and other resources to the Teams folder.
Communicate regularly with office vendors (plants, coffee, repairs, etc.).
Submit work orders to building management for repairs and access badges, vendor access.
Inventory and stock office supplies - order specialty items upon request.
Forge positive working relationship with Project Administrators in the field to keep them abreast of important information.
Maintain a positive working relationship with colleagues and leadership.

Administrative Support Duties :

Perform various clerical and administrative duties to support the office.

Manage email and mail correspondence.

Maintain Outlook calendars for conference rooms and catering deliveries.

Assist staff with booking conference rooms.

Place lunch orders for Business Meetings as requested and manage set-up and breakdown.

Handle travel arrangements and expense reimbursements for assigned leadership members.

Perform data entry and create correspondence as assigned.

Assist Office Manager and Operations Assistant in various duties including all Company events (Open House, client meetings, Bellringers).

Process invoices for payment.

Log / provide parking validations.

Code items using our project number and task code list.

Requirements and Qualifications

Consistent friendly disposition and pleasant demeanor using tact, patience, and courtesy.

Handle sensitive information in a confidential manner.

Strong teamwork skills and adept at developing positive workplace relationships through networking, collaboration, and conflict management.

Ability to work in fast-paced environment.

Flexible : respond calmly to shifts in direction, priorities, and schedules.

Excellent organizational and communication skills.

Great attention to detail for accuracy and aesthetics.

Ability to prioritize several tasks to a successful completion with little or no supervision.

Sharp problem resolution skills, proactive, strategic thinker, common sense.

Professional and clean appearance.

Customer-focused mindset.

High School Diploma or higher.

Prior administrative / clerical experience preferred.

Computer proficiency (Microsoft Office Suite).

Willing to complete Notary certification within first 6-months (Company paid).

Typing : 35-40 WPM.

Working Conditions

This position is located in Downtown Los Angeles, CA.

Office Hours will be from 7 : 30 a.m. - 4 : 30 p.m., Monday - Friday.

Salary depends upon experience. The range is between $25.00 - $30.00 per hour.

McCarthy Building Companies is proud to be an equal opportunity and affirmative action employer regardless of race, color, gender, age, sexual orientation, gender identity, gender expression, religious beliefs, marital status, genetic information, national origin, disability, protected veteran status, or any other basis protected by federal, state, or local law.

Salary : $25 - $30

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