What are the responsibilities and job description for the ReceptionistAdministrative Assistant position at OurStaff, LLC?
RECEPTIONIST
Santa Fe Springs
MF : 8am5pm
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
- 10% Monthly / Occasional Administrative Responsibilities
- Maintain the First Aid Supplies Cabinet
- Handles vending machines
- Orders supplies for the kitchen
- 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.
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
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. Other duties as assigned.
Education
Bachelor's Degree preferred but not rquired
