Office Assistant

Overview This position is for administrative support and secretarial work for the Operations Manager at the home office in Tampa, FL. Employee performs a wide variety of secretarial tasks requiring initiative, independent judgment, and a general working knowledge of construction inspections and associated scheduling. Follows office wide policies and procedures and promotes new ideas to make them more efficient. A small portion of the work entails dealing with confidential issues requiring a high degree of discretion and tact and involving continual interoffice relations. Salary range is $15-$20.00 per hour based on experience. Responsibilities Provide administrative support and secretarial assistance for the Operations Manager and related coordinators; handle routine information requests, callbacks, and routine tasks. Assist in scheduling inspection requests for clients and reporting results. Coordinate and schedule meetings; arrange travel as necessary. Compose letters and memoranda for the Operations Manager; maintain and control correspondence and associated documents; follow up to ensure timely replies or actions. Support staff; keep the Operations Manager advised on progress of staff needs and responses. Enter data into spreadsheets or databases; create templates; proofread documents before finalization for accuracy. Greet customers, answer telephones, and route incoming email to proper staff; provide effective customer service and professional communication. Prepare and type a variety of reports; check reports for accuracy and language quality; distribute as needed. Maintain a comprehensive digital file system and records; manage office supplies and reorder as necessary. Operate a variety of office equipment; work independently with limited supervision and exercise sound judgment. Attend periodic after-hours (evening) meetings if needed and be able to sit or stand for long periods; light lifting up to 40 pounds may be required. Knowledge, Skills and Abilities General knowledge of building construction and inspections, proper terminology, English, spelling, and punctuation. Knowledge of basic mathematics; modern office methods, practices and procedures, and equipment. Knowledge of general personnel procedures; strong time management, organizational skills, and attention to detail. Proficiency in computers and software such as MS Outlook, MS Office, MS Word, MS Excel, MS PowerPoint. Ability to work independently on confidential tasks; compose effective and accurate correspondence; handle non-routine tasks; multi-task with interruptions; excellent verbal and written communication skills. Ability to interact effectively with clients, local governments, the public; maintain positive working relationships with management, inspectors, clients, local governments, and the public. Ability to maintain complex records and provide accurate, concise information. Illustrative Tasks Receives visitors and telephone calls for the Operations Manager, Inspection Coordinator and Plan Review Coordinator; handles routine information requests and callbacks. Assists in scheduling inspection requests for clients and reporting results. Coordinates and schedules meetings; makes travel arrangements as necessary. Composes letters and memoranda for the Operations Manager. Provides support for staff; maintains and controls correspondence; follows up to ensure timely replies. Data entry or computer work, including entering data into spreadsheets or databases; proofreads documents for spelling and grammar; ensures accuracy before sending to clients and vendors. Greet customers and answer telephones; demonstrates effective communication and customer service skills. Reads incoming email and routes correspondence to proper staff. Prepares and types reports from inspectors; checks for accuracy and proper English; mails reports to appropriate parties. Maintains a comprehensive digital file system and records. Gathers and maintains office supplies and reorders as necessary. Operates a variety of office equipment. Work independently with limited supervision; demonstrate sound judgment and decision-making. #J-18808-Ljbffr