FRONT DESK & ADMINISTRATIVE ASSISTANT

Front Desk & Administrative Assistant

A.M. Ortega Construction, Inc. (AMO), a San Diego-based construction company with operations throughout Southern California, is seeking a full-time Front Desk & Administrative Assistant to support our Lakeside, California office.

The Front Desk & Administrative Assistant serves as a key administrative support position for the company and provides day-to-day assistance to the Safety, Human Resources, Accounting, and Operations Departments. This position is responsible for maintaining a professional and welcoming front office, answering and directing phone calls, assisting employees and visitors, processing and organizing documents, maintaining electronic records, and supporting various departmental systems and administrative processes.

The ideal candidate is highly organized, dependable, detail-oriented, professional, and comfortable working with confidential information and multiple computer-based systems. The ability to prioritize tasks, communicate effectively with employees at all levels, and work independently with limited supervision is essential.

This is a full-time, onsite position located in Lakeside, California. This position has no supervisory responsibilities.

Essential Job Duties

• Serve as the primary front desk contact for employees, visitors, vendors, and telephone inquiries.
• Answer incoming phone calls and direct calls or questions to the appropriate department or individual.
• Greet and assist visitors in a professional and courteous manner.
• Receive, sort, distribute, scan, and route incoming mail, packages, documents, and correspondence.
• Assist with ordering, stocking, and maintaining office supplies and equipment.
• Coordinate office equipment and service needs as required.
• Assist with office events, meetings, employee activities, and company functions.
• Maintain confidentiality of company, employee, client, and other sensitive information.
• Assist with special projects and other administrative duties as assigned.

Safety Department Support

• Provide administrative support to the Safety Department and field personnel.
• Review client safety notifications and distribute applicable information to field personnel.
• Assist with monthly safety reporting and preparation of safety-related reports.
• Assist with maintaining and updating safety databases, dashboards, and tracking systems.
• Assist with tracking employee training, certifications, qualifications, and other safety requirements.
• Assist with incident investigations by gathering, organizing, and maintaining requested documentation.
• Maintain organized electronic and paper safety records.

Accounting & Other Support

• Assist with tracking required employee documentation, training, and certifications.
• Provide general administrative support to the Accounting Departments.
• Assist with basic data entry and updating information in applicable systems.
• Maintain confidentiality of financial, payroll, employee, and company information.

Special Skills & Requirements

• Professional and friendly demeanor with strong customer service skills.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to accurately handle multiple tasks and changing priorities.
• Ability to meet deadlines and complete work in a timely manner.
• Ability to maintain confidentiality at all times.
• Ability to communicate effectively with field employees, supervisors, managers, clients, vendors, and office personnel.
• Ability to work independently with limited supervision and effectively as part of a team.
• Strong computer skills and proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Ability to learn and become proficient in company and departmental software systems.
• Familiarity with online databases, document management systems, and electronic filing systems.

Education & Experience

• High school diploma or equivalent required.
• Associate degree in business administration, accounting, human resources, or a related field preferred.
• Two years of administrative, receptionist, customer service, construction office, or related experience preferred.
• Experience working in a construction or industrial environment preferred.
• Experience handling confidential information preferred.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint, preferred.
• Ability to become proficient in required departmental software.

Company Benefits

• Paid vacation
• Paid holidays
• Paid sick time
• 401(k) retirement plan with company contribution/match
• Multiple medical and dental plan options
• Voluntary vision insurance
• Voluntary life and AD&D insurance
• Aflac supplemental insurance options
• Employee Assistance Program
• Other company-sponsored benefits