Office Assistant

Job Description

Job Description

Position Summary

EMC2 is seeking a dependable, organized, and proactive Part-Time Office Assistant to support all four members of our office team with the daily needs of our busy commercial playground installation company. This position reports directly to the Operations Manager.

This is a hands-on support position with a strong project-coordination focus. Responsibilities will include general office administration, maintaining project information and trackers, monitoring schedules and deadlines, organizing records, supporting social media, and coordinating communication with customers, vendors, subcontractors, and field personnel.

The ideal candidate will be comfortable managing changing priorities, keeping multiple projects organized, learning new tasks, and completing assignments accurately and on time.

Responsibilities

• Provide daily administrative and project support.

• Monitor routine office emails and direct inquiries to the appropriate team member.

• Prepare routine correspondence, forms, and other basic administrative documents.

• Maintain organized electronic and paper files for customers, projects, employees, vendors, and subcontractors.

• Maintain project schedules, trackers, milestone dates, action items, and follow-up lists.

• Coordinate routine project information and communication among the office team, field crews, vendors, and subcontractors.

• Coordinate employee travel, including hotels, flights, rental vehicles, and project-related arrangements.

• Track project mobilization needs, material deliveries, travel arrangements, and other upcoming requirements.

• Request and track certificates of insurance, permits, licenses, bonds, tax-exemption documents, and other compliance paperwork.

• Assist with organizing and tracking project submittals, purchase orders, closeout documents, and warranty information.

• Provide routine project-status updates and promptly flag missing information, approaching deadlines, or potential delays.

• Review employee time entries, PTO requests, and payroll-related information for accuracy.

• Communicate with customers, general contractors, architects, vendors, subcontractors, and employees in a professional manner.

• Order office and project supplies and track deliveries.

• Assist with hiring paperwork, employee records, training documentation, and other human-resources tasks.

• Collect, organize, and maintain project photographs and videos for company use.

• Assist with drafting and scheduling approved social-media posts featuring completed projects, company updates, hiring opportunities, and employee activities.

• Help maintain a consistent and professional company presence across social-media platforms.

• Monitor basic social-media messages, comments, and inquiries and direct them to the appropriate person.

• Assist with simple marketing materials, website updates, and company announcements as needed.

• Help keep office procedures, templates, contact lists, and project information current.

• Handle confidential business, employee, and customer information appropriately.

• Identify items requiring attention and follow through without needing constant direction.

• Perform additional administrative and project-support duties as needed to support the office team.

Qualifications

• Previous office or administrative-support experience is preferred.

• Construction, contracting, project-coordination, or project-management office experience is helpful.

• Proficiency with Microsoft Word, Excel, Outlook, and general computer applications.

• Familiarity with Facebook, Instagram, LinkedIn, Canva, or similar social-media and design platforms is helpful.

• Strong written and verbal communication skills.

• Bilingual English/Spanish skills are preferred but not required.

• Ability to write clear, professional social-media captions and company updates.

• Excellent organization and attention to detail.

• Ability to organize multiple projects, assignments, deadlines, and changing priorities.

• Comfortable asking questions, learning new systems, and solving everyday problems.

• Dependable, punctual, professional, and trustworthy.

• Able to work independently while supporting a collaborative team.

• Willingness to assist with a broad range of responsibilities based on the company's daily needs.

What Success Looks Like

The successful Part-Time Office Assistant will help keep the office and active projects organized, ensure important details and deadlines are not missed, and provide reliable support to all four members of the office team while reporting directly to the Operations Manager.

This person will also help EMC2 consistently share its work and company updates through professional, approved social-media content. They will become a trusted member of the team who can be counted on to follow through and complete assignments accurately.