Administrative Specialist

Job Description

Job Description

Description:

Position Summary:

The Administrative Specialist is responsible for the day-to-day administration associated with safety programs, fleet maintenance, and construction equipment inventory. This position is also responsible for general administrative support to our offices.

Essential Functions:

Safety Administration

• Monitor, coordinate, and confirm fulfillment of safety training assignment
• Assist employees with training needs
• Upload training records and certificates
• Add Safety Equipment to One-Key Inventory Tracking
• Prepare field documentation such as Safety Binders and Labor Law Posters
• Assist in updating Health and Safety Programs to meet Cal/OSHA regulatory requirements
• Assist field teams with safety documentation needs. Track procurement of safety equipment as necessary.
• Attend Safety Committee meetings and assist as necessary
• Audit project documentation for things such as safety documentation

Fleet Management

• Maintain inventory and status of all vehicles and assignments
• Coordinate service, repairs, and replacement vehicles
• Approve service invoices and maintain maintenance logs
• Administer distribution of vehicle registration, insurance, and WEX cards & access
• Collect and review Monthly Mileage Logs & Monthly Vehicle Inspection Reports and follow up as needed
• Assist with vehicle disposals and purchases
• Assist with Telematics implementation and issue tracking

Tool & Equipment Administration

• Maintain accurate equipment inventory in CMiC and OneKey, including location transfers
• Log all new equipment purchases in CMiC & OneKey and ensure bar codes are affixed to equipment
• Generate monthly equipment reports to confirm inventory and billing for each jobsite.
• Assist with equipment repairs and maintenance
• Assist with procurement
• Assist with scheduling yard personnel

Office Management

• Greet and direct all callers and visitors.
• Maintain, stock, and organize all office equipment, supplies, and shared spaces.
• Distribute all incoming and outgoing mail and packages.
• Assist with meeting preparation, event planning and company orders and distribution.
• Facilities management for two office buildings, workshop, and offsite storage.
• General support to HR and other departments and employees as needed.
• Order and manage company apparel
• Run errands as needed.
• Other duties as assigned.

Knowledge, Skills, and Abilities:

• Highly motivated, well organized, responsible, and assertive.
• Dynamic professional with an outgoing personality and positive attitude.
• Exceptional customer service skills.
• High level of accuracy and attention to detail.
• Excellent time management skills and ability to multi-task and prioritize work.
• Excellent verbal and written communication skills.
• Ability to work independently, once trained, as well as in a team environment.
• Have a creative mind with the ability to suggest improvements.
• Proficient with Microsoft Suite - specifically Word, Excel, Outlook, Teams, and Office 365. and experience with CMiC a plus.

Education and Experience:

• California Drivers’ License in good standing required.
• Minimum five years’ administrative experience preferred.

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the responsibilities of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this job, the employee is occasionally required to stand, walk, sit; use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance, stoop, kneel crouch, or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Work Environment

This employee generally performs this work in an office environment. The noise conditions are usually minimal to moderate. The employee may occasionally perform this work at an active job site which may have more stringent requirements related to health and safety.

Benefits :

The Company offers the following benefits for this position, subject to applicable eligibility requirements: Medical Insurance, Dental Insurance, Vision Insurance, Health Reimbursement Arrangement, Healthcare Flexible Spending Account, Dependent Care Flexible Spending Account, 401(k) retirement plan with employer discretionary contribution, Life & AD&D Insurance, Long-term Disability Insurance, Pre-tax Paid Parking/Public Transportation, Paid time off, Time Away Benefits, 8 Paid Holidays, Employee Assistance Program.

Disclaimer: The salary and benefits information is accurate as of the date of this posting. The Company reserves the right to modify this information at any time, subject to applicable law.

EEO Statement: Cello & Maudru is an equal opportunity employer.? We evaluate qualified employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

Requirements:

Knowledge, Skills, and Abilities:

• Highly motivated, well organized, responsible, and assertive.
• Dynamic professional with an outgoing personality and positive attitude.
• Exceptional customer service skills.
• High level of accuracy and attention to detail.
• Excellent time management skills and ability to multi-task and prioritize work.
• Excellent verbal and written communication skills.
• Ability to work independently, once trained, as well as in a team environment.
• Have a creative mind with the ability to suggest improvements.
• Proficient with Microsoft Suite - specifically Word, Excel, Outlook, Teams, and Office 365. CMiC and Procore Workforce Planning knowledge a plus.

Education and Experience:

• Drivers’ License in good standing required.
• Minimum five years’ administrative experience preferred.
• Construction experience preferred.