What are the responsibilities and job description for the Receptionist/Administrative Assistant position at OurStaff, LLC?
Job Description
RECEPTIONIST
Santa Fe Springs
M-F : 8am-5pm
POSITION PURPOSE
The Receptionist is responsible for answering phones, greeting guests and providing various administrative support for the office.
ESSENTIAL FUNCTIONS
Average percent of time
40% Answering phones
20% Scanning of invoices and indexing them
5% Cash receipts - collecting checks and logs it in
10% Opening and distributing mail
10% Distribution of job related AP, progress releases, etc
Job related invoices, progress releases, etc. are to be organized and distributed by project and division # to respective Project Accountant – Current list will be provided
Preliminary Notices distributed to contract admin
5% Prepare outgoing mail such as addressing mail, scheduling FedEx & UP for pick up
Other administrative responsibilities as needed – Back up for AP entry
Schedule building maintenance as instructed by Accounting Manager
KNOWLEDGE, SKILLS & EXPERIENCE
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job.
Minimum of 2 years in a receptionist or administrative role
Background in construction experience is preferred
Ability to multitask, juggle multiple priorities, and prioritize responsibilities
Ability to work under pressure in meeting specific responsibilities
Must have excellent organizational skills
Must have excellent communication and written skills
Ability to interact with a variety of individuals at all levels
Must have a pleasant and positive demeanor
Must have moderate computer skills in Excel, Word and Outlook applications
Ability adapt to changes of the company’s needs
Ability to follow up and follow through on tasks and projects
COMPETENCIES
Effective communication
Critical thinking
Time management / multitasking
Detail oriented
Service oriented
Analytical thinking
Punctual
EDUCATION
High school diploma.
Some college education a plus.
PHYSICAL REQUIREMENTS
Most time spent in an indoor office environment
Sitting at a desk for prolonged periods of time
Occasional lifting of files and boxes up to 20 lbs
Pushing / pulling of file cabinets
Extended visual use of a computer screen
Frequent typing
Requirements
Bid Running : Contracts Assistant will serve as a back-up responsible for physically submitting bid package to Owner / Agency when necessary.
Generate, issue and administer purchase orders. This includes reviewing all correspondence concerning purchase orders and responding as necessary.
Assist Contract Administrators with following up on pending subcontract agreements.
Collect insurance and all related documents to the subcontract.
Prepare and file preliminary notices on private contracts.
Prepare and distribute preliminary information forms.
Prepare and distribute EEO letters to signatory unions.
Gather all necessary documentation to prepare job books for each project.
Facilitate the execution of change orders and ensure that executed copies are routed to project team.
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