Administrative Assistant

Admin Assistant

• Location: Yorba Linda
• Monday Friday
• Pay Rate: $22-$24/hr
• Temp to hire

Administrative Assistant you will provide administrative support for multiple supervisors on various projects. The detail-oriented candidate will provide support with duties such as answering phones, greeting visitors, data entry, filing, scanning, coordination of meetings and conferences, occasional shipment preparation, and working on special projects as needed. This role will deal with a diverse group of external callers and visitors as well as internal contacts at all levels of the organization. Must be service-oriented, with a positive demeanor and can-do attitude. Independent judgment is required to plan, prioritize, and organize diversified workload. Confidentiality and discretion are required at all times.

Administrative Assistant Tasks:
Daily
- Phones
- Project Creation
- Project Folder Labels
- Utilities (File/Input)
- Insurance Certificate Tracking (COIs and W-9)/ Gerdts List
- Ordering and tracking Supplies

o Copy paper, misc. office supplies
- Mail Distribution
- USPS and FedEx Shipments
- Printer/Copier - replace paper
- Business Licenses / State Licenses
- Inventory-Apparel/Equipment

o Sorting Storage Room, Inventory Checkout
- Marketing Merchandise
- Update Warehouse Equipment Check in/Check Out Inventory
- Procedure Manual Updates
- Onboarding Forms/Checklists
- Training Page Updates/compliance

As Needed
- All Employee Updates
o Phone Lists, Wallet Emergency Contact Cards, Etc.
o Business cards
- Birthdays & Anniversary
o Lists & Postings (Break Room)
- Special Administrative Tasks as requested

Essential Job Responsibilities:
· Answers and screens incoming phone calls
· Greets visitors in a pleasant and professional manner
· Maintains electronic/paper filing systems
· Accepts and distributes mail and incoming packages
· Prepares occasional small shipments
· Performs physical inventory of office supplies
· Completes other related duties and special projects as assigned
· Requests and maintains insurance certificates necessary to perform work
· Contributes to team effort
· Communicates and coordinates with clients and a variety of professionals including engineers, architects, project managers and subcontractors

Qualifications/or General Requirements:
· Proficient with Microsoft Office Suite
· Strong computer skills
· Ability to learn new skills and adapt to various databases quickly
· Detail oriented and self-motivated with a strong work ethic
· Proven work experience as a Receptionist, Front Office Representative, or similar role
· Excellent verbal and written communication skills. Able to comfortably interact with management, fellow employees, third parties, etc. in a positive manner
· Multitasking and time-management skills, with the ability to prioritize tasks to adhere to deadlines
· Must be able to pass a pre-employment drug screen and background check

Additional Preferred Skills/Experience:
· Construction industry experience
· Basic accounting background
· A/P-A/R Knowledge

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.