Administrative Assistant

Job Description

Job Description

Administrative Assistant

Western Partitions, Inc. (WPI) is one of the largest and most reputable interior and exterior contracting firms in the US. WPI provides superior contracting services for drywall, prefabrication, metal studs, acoustical systems, wall panels, fireproofing, firestopping, stucco, claddings, painting, windows, doors/frames/hardware, and more.

Since WPI's inception in 1972, we have provided award-winning construction without sacrificing integrity, safety, or efficiency. We are proud that a significant percentage of our business comes from repeat customers. Our service-oriented, fast-track approach, coupled with an attention to detail has resulted in a superior reputation within our industry. We work hard every day to earn our customers' trust and confidence.

Throughout our history, our dedication to our employees, quality of work, and customers has set us apart. The strongest characteristic of our organization is the prominent level of pride we take in every job we complete. Our employees are driven to do the job right the first time without compromise. Lastly, our customers choose WPI based on the emphasis we place on communication, trust, and respect.

Job Summary

We are looking for a highly organized and proactive Admin Assistant to join our team. This individual will be the heart of our office, ensuring smooth daily operations while supporting employees and management. The ideal candidate will be responsible for administrative duties such as timecard management, mail distribution, receptionist tasks, facility badge access, and coordinating building maintenance. A warm and approachable personality is a must, as this role also includes fostering a supportive and inclusive office culture by helping to create a positive and welcoming work environment. Being bilingual is a plus!

Key Responsibilities:

• Timecard Management: Oversee and process time cards for hourly employees, ensuring accuracy and timely submission
• Mail & Package Distribution: Receive, sort, and distribute incoming mail and packages to the appropriate departments
  
• Receptionist Duties: Serve as the first point of contact for visitors and incoming calls, providing excellent customer service and directing inquiries appropriately
  
• Facility Badge Access: Manage employee badge access, ensuring security protocols are followed for new hires, terminations, and guest access
• Building Maintenance Coordination: Schedule and coordinate regular facility maintenance with contractors to ensure the building remains in top condition
• Meeting Minutes: Take clear and concise notes during meetings, distributing minutes and action items as needed
• Manage ordering and stocking of office supplies, ordering furniture, small tools, appliances and electronics as required
• Reporting office progress to senior management and working with them to improve office operations and procedures
• Plan and coordinate team builder events, customer visits, and supplier events
• Act as central point of for internal communications, ensuring team alignment and effective collaboration
• Monitor and report on office expenses, supply inventory, and administrative budgets
• Maintain compliance with safety protocols, HR policies, and operational standards
• Office Culture & Support: Serve as a central support figure within the office, fostering a welcoming atmosphere, assisting employees with office-related concerns, and contributing to a positive and engaging workplace

Qualifications & Skills

• Previous experience in office administration, reception, or a similar role
• Strong organizational skills and attention to detail 
• Ability to multitask and prioritize workload efficiently
• Excellent communication and interpersonal skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) 
• Ability to maintain confidentiality and handle sensitive information
• Quick thinker with a knack for identifying issues and implementing creative, practical solutions 
• Knowledge of workplace safety standards, legal requirements, and industry best practices for maintain a secure and compliant office environment 
• Knowledge of national laws and regulations related to employment. 
• Bilingual in Spanish is a plus

Benefits

• Competitive pay and overtime opportunities.
• Health, dental, and vision insurance options.
• Paid time off and holidays.
• Career growth and training opportunities.
• Retirement plan options.

WPI provides equal employment and affirmative action opportunities to applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability.

WPI is a background screening, drug-free workplace.

This job description is intended to outline the general nature and level of work being performed by employees. It is not designed to cover or contain a comprehensive list of responsibilities, duties, or skills required of the employee of this job. Furthermore, this description is subject to change at the discretion of the company, with or without notice.