Operations Assistant

Administrative Assistant

This position is responsible for completing a wide range of administrative activities, including answering and directing incoming calls, drafting correspondence, organizing paper and electronic files, and providing information to customers. The role also performs basic bookkeeping tasks such as accounts payable (A/P) and accounts receivable (A/R).

Primary Responsibilities

• Perform light bookkeeping including entering bills and expense coding
• Conduct A/P, A/R, and general ledger entries
• Complete operational errands and deliveries
• Answer telephones within three rings; route calls appropriately; take and forward messages
• Monitor and respond to general company email in a timely manner
• Manage and order marketing and construction materials, such as:
• Brochures/Flyers
• Commitment Forms
• Vehicle inspection forms
• Business cards
• Complete new order processing and setup following established procedures
• Prepare and distribute monthly EEO reports
• Maintain digital customer, project, and vendor files following company guidelines
• Create and manage paper/electronic filing systems, updating documents and records as needed
• Complete project forms (e.g., liens, submittals, subcontracts) per company procedures
• Attach relevant files to correspondence requiring responses
• Operate email systems and coordinate information flow internally and externally
• Compose, type, and distribute meeting notes, correspondence, presentations, and reports
• Provide customer service including order placement and account inquiries
• Track and order office supplies
• Perform other related duties as assigned

Job Requirements

Education, Certification, and Experience

• High school diploma required
• Minimum two years of administrative experience
• At least one year of QuickBooks Desktop experience required
• Administrative experience in the construction industry preferred

Basic Skills

• Strong written communication skills
• Ability to clearly convey information verbally
• Strong reading comprehension skills
• Self-starter mindset with the ability to recognize needed changes and bring ideas forward
• Extremely organized and detail-oriented
• Ability to perform calculations involving geometry and formulas (e.g., calculating area, converting acres to square yards)
• Ability to work autonomously

Social Skills

• Friendly, effective interaction with colleagues
• Professional and courteous communication with customers and vendors
• Proactive attitude, looking for ways to support colleagues and customers
• Ability to adapt behavior based on the actions of others
• High emotional intelligence

Technical Skills

• Accurate touch-typing skills
• Proficiency in Microsoft Office
• Ability to maintain standardized and functional filing systems
• Comfort using and learning new software applications

Desktop Computer Skills

• Databases: Creating/editing simple databases, inputting/retrieving information, generating reports
• Graphics: Creating and manipulating simple graphics and inserting them into documents
• Internet: Navigating browsers, retrieving/submitting information, handling downloads/uploads
• Navigation: Using operating system tools, switching between applications and files
• Presentations: Using internet resources, hypertext navigation, basic email communication
• Spreadsheets: Entering, formatting, analyzing data; creating worksheets, charts, and graphs
• Word Processing: Typing, formatting, editing, saving, printing, and retrieving documents

Tools

• Multi-line phone system
• Photocopier
• Scanner
• Digital cameras
• Smartphones
• Fax machines
• Laptop and desktop computers
• Calculators
• Tablets

Technology & Software

• Intuit QuickBooks
• Smartsheet
• Zenefits
• Microsoft Office Suite
• Microsoft Outlook
• Bluebeam
• Compliance-related software (e.g., Comply26)
• Additional systems as assigned

Keenbee Talent Solutions is a Native Alaskan Women owned sdb specializing in the placement of highly skilled professionals in Accounting and Finance, IT/MIS and Biomedical. Keenbee has been in business since 1997 servicing New Mexico and the surrounding states with high results. Keenbee Talent Solutions is an equal opportunity employment agency. We do not discriminate based on race, color, national origin, religion, ancestry, sex, age, disability, serious medical condition, spousal affiliation, sexual orientation, gender identity, or other classifications protected under the law.