Green Building Services is looking for a highly organized and detail-oriented administrative assistant to keep our office running smoothly and efficiently. This is a great opportunity to assist our team and provide general administrative support.
We are a small company of less than 100 staff, which means there’s lots of room for growth and learning. Here at GBS, we’re committed to creating an inclusive culture where all employees feel welcomed and valued.
Read and analyze incoming email, mail and reports to determine their significance and distribute appropriately.
Answer and direct phone calls or take messages for appropriate parties.
Correspond on routine inquiries with subcontractors and vendors.
Assist primary bookkeeper with payments to subcontractors and vendors.
Generate and edit spreadsheet-based documents for contractor invoices and record keeping.
Enter and maintain client and prospect data in CRM. Provide updated information to bookkeeper.
Verify insurance certificates and follow up to ensure proper coverage is in place.
Perform general administrative duties such as but not limited to: filing, photocopying, scheduling appointments with internal and external parties, answering the phone, ordering supplies, sorting and distributing correspondence and maintaining database records.
Requirements:
High School Diploma, GED or equivalent
1-2 years of experience providing administrative support preferably in the facilities management, property management, building trades or service industry.
Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, managing files and records, and other office procedures at a proficient level.
Proficient in Microsoft Office: Outlook, Word, Excel.
General basic knowledge of and/or ability to learn QuickBooks, contact/project management software, and other related programs and systems
Bilingual: English/Spanish
The successful candidate will be able to perform the above tasks and responsibilities.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment: Work is performed primarily in a standard office environment with some public contact and frequent interruptions. This is not a remote position.
Thank you in advance for your interest.
