Administrative Assistant

Administrative Assistant

This position is based out of our San Jose, CA office.

About Arch Key

ArchKey is one of the nation's largest privately held specialty trade installation and integrated facility service companies. We are a leader in designing, building and maintaining electrical, technologies and specialty systems. We're the POWER behind making the improbable possible.

We're electrifying the nation, energizing the future and bringing communities to life like never before. What we do today shapes the vision of tomorrow. Our work impacts lives long after the building is done. This means we are committed to building in ways that are not just technologically advanced, but sustainable, scalable and equitable by all. We're not just energizing infrastructure, we're energizing careers, communities, and the future.

Made up of the brightest minds in the industry, our team is our greatest asset bringing knowledge, skills, and experience to every project. This is more than a call to join us, it's an invitation to be part of a visionary journey, to grow with us as we scale.

About the Position

As the Administrative Assistant, you will be responsible for providing various administrative and office support functions, requiring a confident, professional, organized, dependable, self-motivated, and thorough approach. This position assists with general administrative and communication support, and is expected to consistently demonstrate initiative, flexibility, resourcefulness, good independent judgment and problem-solving in handling important administrative functions, in alignment with all Company policies, procedures, key objectives and regulations.

Day in the Life

• Establishes and maintains office organization and assists with a full range of administrative duties, including document preparation, filing, tracking metrics and ordering office supplies. Tracks and maintains current information on active projects, project opportunities, schedules and/or training activities as requested.
• Provides front desk reception tasks when needed, including greeting, and directing guests and vendors, monitoring the visitor log, and issuing visitor badges. Provides phone support in answering and routing incoming calls and communicating messages as needed.
• Schedules and coordinates the details for appointments, meetings, training, conference calls and event planning as requested. Maintains organization of assigned conference rooms and ensures supplies are available as needed. Schedules conference rooms as requested. Updates and prints conference room calendars as needed.
• Accurately prepares, receives, sorts, copies, faxes, files, retrieves, and distributes Company and/or client correspondence, project documents and reports as needed. This may include proposals, presentation materials, payroll reports, manuals, and other documents. Maintains confidentiality and urgency as appropriate.
• Provides a variety of mail support by receiving, sorting, and distributing incoming mail and packages. Prepares outgoing mail and packages including pick-up and tracking as needed. Arranges for couriers when needed. Meters all mail and prepares certified mail according to guidelines provided. Maintains employee mail folders as appropriate.
• Tracks interview information, processes paperwork and/or maintains system data for new hires and drug testing, as needed. Assists in welcoming new employees to the Company. Accurately and confidentially maintains Company records and other sensitive business and client data and intellectual property.
• Prepares purchase order reports and coordinates purchase order request calls as needed per guidelines provided. Orders printer supplies and tracks usage of several copiers for monthly readings. Creates, maintains and distributes support documents such as project binders, employee phone and pager listings, email address listings and vendor contact information.
• Creates and distributes general Company announcements and orders flowers or other items for significant employee events. May coordinate employee ticket raffles and drawings. Stocks and maintains employee first aid kit(s) per guidelines provided.
• Maintains professional and technical knowledge by establishing solid networks and communicating well with co-workers, customers, project managers, foremen, sub-contractors, vendors, office staff and field personnel.
• May record employee absences, vacations, and other data into the payroll report for weekly payroll administration. May review and process employee expense reports as needed. May maintain petty cash box for employee use. Locks cash box as needed.
• Consistently makes decisions in an attentive and safe manner to ensure the safety and health of self and others.
• Utilizes LEAN concepts or other continuous improvement methodologies to ensure the most efficient operations, processes, and activities.
• Promotes and models the Company mission, vision and values through exercising sound and ethical business practices, championing all elements of diversity, equity, and inclusion (DEI) and providing high quality services and programs as they relate to clients, subcontractors, co-workers, suppliers, and the public.

Minimum Qualifications

• High School diploma or equivalent. Associate degree preferred.
• Minimum 1-3 years of administrative support experience, preferably in manufacturing, construction, or a related business.
• Experience with Microsoft Office software applications. Experience with technical tools such as HRIS and applicant tracking systems helpful.
• Experience working closely with confidential and proprietary information and maintaining integrity of conversations and data where needed.
• Strong professional team player, with effective collaboration, organizational and relationship-building skills. Demonstrated elevated level of integrity and dependability.
• Ability to manage workflow and meet deadlines in a fast-paced environment with multiple and sometimes changing priorities independently and effectively.
• Excellent written communication skills, including high quality documentation and report preparation. Strong listening, interpersonal and verbal communication skills. Strong telephone communication skills.
• Strong independent problem-solving skills, detail orientation, customer service and time management skills.
• Process orientation preferred.

Travel

• No travel is required.

Salary Range

$25.48 - $30.58 hourly, based on experience and qualifications.

Benefits

At ArchKey Solutions, our benefits package includes competitive health insurance options (medical, dental, and vision), a robust 401(k) retirement savings plan with employer match, paid time off and holidays, and access to wellness programs. Additionally, we offer professional development opportunities, tuition reimbursement, and employee assistance programs to support your growth and well-being. We ensure that our benefits are designed to promote the health, security, and work-life balance of our employees. Additional information is available at Archkey.com.

Legal and Fraud Disclaimer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. We are an Affirmative Action, Equal Opportunity Employer. # CA30-1

Beware of fraudulent job postings. ArchKey Solutions only communicates through official channels. All official communication will come from an @archkey.com email address and we will never ask for financial information, payments, or personal details outside of the standard hiring process. To confirm the legitimacy of a job, visit our careers page or reach out to a member of our Talent Acquisition team.