Administrative Assistant - Mesa, United States - RED OAK, LLC
Description
Our Company:
Red Oak, LLC has more than 25 years commercial plumbing experience and can handle all the plumbing for large construction projects.
The Administrative Assistant performs a range of technical, administrative, and clerical duties in support of the office staff.
This position also serves as the main receptionist for the company and greets visitors, responds to public inquiries, and provides information about the organization.
This position will start off part time (30 hours) and will eventually become full time. This position is 100% onsite and does not offer remote work.Responsibilities and job duties
- Answers phones and routes to appropriate personnel.
- Screens incoming "walkins".
- Maintains consistency amongst structural and organizational details throughout office.
- Maintains inventory of office/kitchen supplies, employee work shirts and safety vests.
- Schedules/coordinates cleaning schedule
- Checks for incoming mail. Sends out any outgoing mail.
- Assists in facilitating company culture within the office.
- Maintains company website for accuracy.
Assist Human Resources with the following responsibilities:
- Assists in scheduling employee meetings and employee reviews.
- Ensures all review paperwork is completed and ready prior to scheduled meeting.
- Assists in maintaining an internal employee assessment system by making sure the forms are completed in a timely manner, and the information is stored correctly and accurately.
- Assists with procedural timecard data corrections.
- Assist with electronic file maintenance.
- Assists with preparation/planning of company quarterly meetings.
- Special projects and additional duties as assigned.
Assist Accounting Department with the following responsibilities:
- Assists in recovering project specific waivers from vendors. Reports any obstacles or discrepancies to Controller.
- Assists in coordinating project specific insurance documents are accurate and up to date.
- Assists with reconciliation of fleet card transactions as required.
- Special projects and additional duties as assigned.
Assist Project Management team with the following responsibilities:
- Assist with project management software and ensures certain required documentation is uploaded/compliant. Works with project leaders to ensure documentation is uploaded.
- Assists in receiving materials and notifies correct project leaders of material arrival.
- Prints/binds safety documentation when applicable.
- Coordinates meeting locations/requirements for leadership meetings.
- Assists with specific projectbased submittal requirements.
- Coordinates vehicle maintenance for employees with company vehicles.
- Special projects and additional duties as assigned.
Skills and Knowledge
- Quickbooks experience required.
- Attention to detail and problemsolving skills
- Excellent written and verbal communication
- Must be bilingual (Spanish)
- Strong organizational and planning skills
- Proven admin or assistant experience
- Experience with Microsoft Office and Google Docs, Forms and Sheets
Benefits Package:
Medical, dental, and vision coverage available after eligibility is met, 401k with a 4% match, sick time and vacation time.
