Administrative Assistant

Position Summary

We are seeking a dedicated Administrative Assistant to join our team. In this mid-level role, you will work closely with various departments, including Service, Sales, and Human Resources, providing vital support to ensure smooth operations. Your responsibilities will encompass a range of tasks, from managing administrative duties to assisting with project coordination and maintaining office supplies. This dynamic role offers the opportunity to grow and contribute to our team's success.

Key Responsibilities

As an Administrative Assistant, your duties will include, but are not limited to:

•  Answering phones, scheduling meetings, and offering a warm welcome to visitors.


•  Establishing and managing effective filing systems, both electronic and physical.


• Playing a crucial role in our Service Department's bidding process, including information gathering, completing necessary documentation, proposal submission, and follow-ups.


• Assisting the HR department in onboarding new employees, ensuring necessary paperwork and orientations are organized and submitted in a timely manner.
  


• Coordinating the flow of information, items, and paperwork to and from field employees.


• Maintaining inventory of office supplies to ensure smooth daily operations.


• General cleaning of the office and ensuring necessities are fully stocked. 


• Scheduling and coordinating staff meetings, gatherings, and events.


•  Efficiently managing mail and deliveries.


• Collaborating with other office personnel to accomplish administrative tasks promptly.
  

Qualifications and Requirements

To excel in this role, candidates should possess the following qualifications:
Strong computer skills, including proficiency in Microsoft Office. 

High School Diploma.
Valid Driver's License.

 Preferred: Prior administrative experience.

Desired Skills

Successful candidates will demonstrate:

Exceptional communication skills, both verbal and written.
The ability to focus on quality while multitasking and effectively managing resources and time.
Proficiency in using basic Microsoft programs and email.
Language skills, with the ability to speak/translate English to Spanish predominantly.

Work Environment

This role primarily operates in an office setting, with occasional travel and site visits. The standard workweek is Monday to Friday, totaling 40 hours, with overtime as required. Familiarity with Microsoft Office and a willingness to learn new software programs is expected.

Physical Demands

While the role is mostly sedentary, it may require some light filing tasks, such as lifting files, opening filing cabinets, and occasional standing or bending when necessary.

Additional Information

Hours: Monday to Friday, 8:00 am – 4:30 pm; Early arrivals and overtime may occasionally be necessary.

Location