Administrative Assistant

Administrative Assistant

Southwest Boulder & Stone is a family owned and operated landscape rock and supply company based in Southern California, with retail locations in Fallbrook, Escondido, Pacific Beach, Chula Vista, Fullerton, Palm Springs, Indio and Gardena. We specialize in low maintenance, sustainable and drought-tolerant landscaping and building materials. Architects, designers, contractors and homeowners rely on us for Southern California's largest selection of boulders, crushed stone, decomposed granite, flagstone, natural thin veneer, cobble, pebbles, outdoor stone fountains and custom fabrication.

We are looking for a full-time (hourly) Administrative Assistant to join our Corporate offices in Fallbrook, CA.

Under the direction of the Accounting Manager, the Administrative Assistant will perform a variety of administrative, clerical, and basic accounting support duties to help ensure efficient company operations.

Essential Job Functions:

• Perform general clerical duties including photocopying, faxing, record maintenance, scanning, emailing, and filing.
• Answer phone calls promptly and direct calls to appropriate parties. Use good judgement to prioritize the distribution of messages in a timely manner.
• Maintain front desk procedures including providing callers with contact information, directions and addressing frequently asked questions.
• Maintain inventory of office supplies across all locations and ensure adequate levels are in stock, at all times.
• Receive and distribute incoming mail and packages.
• Ensure interoffice mail and packages are received and sent in a timely manner, via internal employees or via outside couriers.
• Coordinate corporate vendors including but not limited to shred company, trash and Amazon.
• Provide administrative support to Ownership and Senior Management.
• Responsible for coordinating events such as bi-weekly payday breakfasts, company lunches or large events. This includes driving to food establishments to pick up items as needed for events.
• Assist the Accounting department with routine administrative and basic accounts payable and accounts receivable duties, including matching supporting invoice documentation and verifying purchase orders against invoices and freight tickets.
• Contact customers regarding past-due balances and send collection follow-up emails as directed.
• Provide customers with requested supporting documentation, including signed delivery tickets, invoices, statements, and other account-related records.
• Request and gather customer, project, and job information needed to prepare and send preliminary notices, lien release and related forms.
• Maintain accurate records of customer communications, documents sent, and information received.
• Other duties as assigned.

Qualification and Skills:

• Able to exercise professional discretion when handling highly confidential business information.
• Dependable and reliable.
• Excellent organizational skills and high attention to detail including high level of accuracy with regards to data entry.
• Excellent written and verbal communication skills.
• Must be able to maintain professionalism and a positive service attitude at all times.

Education, Experience and Certifications:

• High school diploma, GED, or equivalent.
• 2 years prior experience in similar role.
• Basic accounting skills required.
• Proficient with Microsoft Office software a plus (Excel, Word, PowerPoint, Outlook).
• Must possess a valid California driver's license and be insurable under the company's vehicle insurance policy.

Benefits:

• Employees receive health benefits such as vacation accrual and sick pay, paid holidays and the opportunity to participate in a generous 401(k) program.
• Health Benefits include Medical, Dental and Vision plans as well as life insurance and accident plans.
• Employer covers 85% of EMPLOYEE ONLY medical coverage.
• After 1 year of employment, employer provides up to 5% 401k match.
• Full-time Benefit eligible position.
• Eligible for quarterly bonuses.

Physical requirements:

Sitting - Frequently. Walking - Occasionally. Crawling - Not Applicable. Reaching Out - Frequently.

Standing - Occasionally. Bending - Occasionally. Stooping - Occasionally. Reaching Up - Frequently.

Speaking - Frequently. Squatting - Not Applicable. Seeing - Constantly. Twisting - Frequently.

Hearing - Constantly. Kneeling - Not Applicable. Driving - Occasionally. Grasping - Constantly.

Wrist Deviation (side to side) - Constantly. Noise Exposure - Not Applicable. Working Outdoors - Not Applicable.

Hand/Wrist Repetitions (Up & Down) - Constantly. Exposure to extreme weather conditions - Not Applicable.

Handling/Fingering - Frequently. Wearing PPE (Personal Protective Equipment) - Not Applicable.

Lift / Carry - Less than 10 lbs - Frequently. Pushing / Pulling - Less than 10 lbs - Frequently. 11-25 lbs - Occasionally. 11-25 lbs - Frequently. 26-35 lbs - Occasionally. 26-35 lbs - Occasionally. 36-50 lbs - Not Applicable. 36-50 lbs - Not Applicable. 50+lbs - Not Applicable. 50+lbs - Not Applicable.

Candidates will be subject to drug screening and background check.

Monday through Friday 8:00 am to 4:30 pm.