Administrative Assistant

Job brief

We are looking for someone to undertake a variety of day-to-day office and clerical tasks. This person is comfortable serving multiple people in multiple departments to make the whole office flow smoothly.

An excellent office coordinator is, above all, an organized and competent professional with phenomenal research and problem solving skills. You should be comfortable dealing with people and able to carry out administrative duties with accuracy and speed.

The goal is to ensure that office operations are efficient and office personnel can complete their tasks as easily and quickly as possible.

Responsibilities

• Maintain human resources files including entering new employees into the accounting system, any government reporting on new hires etc.
• Data Entry, Payroll, accounts payable and Accounts Receivable
• Guide new hires through the orientation process and help with hiring efforts as needed
• Coordinate health insurance account and serve as the point of contact for insurance broker and employees
• Serve as point of contact/manager of cell phone account
• Troubleshoot office equipment (printers, computers, phone system, etc)
• Serve as the general insurance coordinator, helping buy out insurances, submit for insurance certificates, maintain lists of equipment, prepare reports for annual audits, and file claims as necessary
• Act as project manager assistant writing subcontracts, entering jobs into the system, making spreadsheets and project binders
• Maintain files related to safety and training/OSHA, attend all safety meetings and take minutes, perform jobsite inspections, and help encourage safe work whenever possible
• Maintain all estimating files and workflows
• Organize estimating efforts on GC bids by contacting subcontractors, entering new buildings into metal building software and labor excel sheet, and write up final proposals

Requirements

• Experience as administrative assistant or in a similar role
• Knowledge of basic bookkeeping principles and office management systems and procedures
• Knowledge of MS Office (heavy emphasis on excel)
• Working knowledge of office equipment (printers, phone systems, etc.) and/or the ability to read a manual and figure it out
• Organized with the ability to prioritize and multi-task
• The ability to see a problem, do the research, and find a solution without much guidance

Benefits

Paid vacation and holidays, health insurance, and a chiropractor visits the shop once a month for free adjustments.