We are looking for an office/project administrator to help manage the office as well as our field electricians. We are an electrical contractor in the Bay Area and have been in business for over 30 years. We are actively expanding and are in search of someone who can think on their feet and adapt to changing conditions that happen at job sites. This will be an office position with some driving to and from the post office for mail.
Administrative Responsibilities:
Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
Administrative Assistant Requirements:
Prior administrative experience. (Experience with Quickbooks a plus)
Excellent computer skills, especially typing.
Attention to detail.
Multilingual preferred (Spanish)
Desire to be proactive and create a positive experience for others.
Desire to think outside the box and on your feet.
Ability to use company phones and cell phones to communicate
Quickbooks desktop/online experience
Job Type: Full-time
Opening and Closing the Office Daily
Providing real-time scheduling support by booking appointments and preventing conflicts as well as by reworking the schedule with the Project Managers to effectively work around "call outs"
Making travel arrangements, equipment arrangements, material tracking, inspection scheduling, and maintain the schedule.
Answering calls within 2 rings. Screening phone calls and routing callers to the appropriate party.
Using computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research.
Maintain and Monitor billing status on various projects to maintain correct billing percentages and sending billing out to general contractors
Maintain both physical and virtual project binders with the estimating/project management departments
Assist with project close out and various document requests by general contractors
Greet and assist visitors.
Maintain polite and professional communication via phone, e-mail, and mail.
Anticipate the needs of others in order to ensure their seamless and positive experience.
Communicate with field electricians for job information, scheduling, and other project related information.
At times, drive a company vehicle to various locations
Assist with website updates
Manage OSHA Training/Logs
Manage Office Duties
Manage New Hire paperwork/termination paperwork
Assist with marketing strategies to attract new clients and create/maintain lasting relationships
Organize and input various invoices from vendors into quickbooks
Maintain accounts so they are current and paid (collecting payments via phone, email, or mail)
Communicate with outside vendors and customers to maintain accounts payable and receivables
Manage time clock entries from employees along with making adjustments and communication with them directly
Generate timecard reports weekly for Payroll purposes
On occasion provide emergency response via phone or email to either field electricians or office staff
Work in and around Quickbooks Desktop/Online to perform Office Duties as required
Salary: $20.00 to $30.00 /hour
Job Type: Full-time
Pay: $20.00 - $30.00 per hour
Expected hours: 40 per week
Benefits:
Dental insurance
Health insurance
Paid time off
Vision insurance
Schedule:
8 hour shift
Monday to Friday
Ability to Relocate:
Hayward, CA 94544: Relocate before starting work (Required)
Work Location: In person
