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Administrative Assistant

Date Posted: 8/16/2022

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Job Description

Administrative Assistant

Primary Duties and Responsibilities:

  • As front office person, greet and receive visitors upon arrival.
  • Answer all incoming phone calls by the third ring.
  • Check and forward messages which are on the general delivery mailbox on the phone system.
  • Update the in/out board daily with employees' scheduled outside meetings and attendance.
  • Process daily mail: receive, date-stamp, sort and distribute all incoming mail, billings and deliveries.
  • Keep all machines stocked with copier paper. Oversee the functionality and service required of main office copiers.
  • Check all fax machines frequently and distribute all incoming faxes to the appropriate employee.
  • Keep front work area clean & orderly and stocked with clips, pens, staples and other office supplies.
  • Oversee the inventory of office supplies, janitorial supplies, copier toner, and kitchen supplies on a weekly basis.
  • Maintain the current Superintendents' inboxes and clear out on a daily basis.
  • Assist the Project Administrators by setting up physical and field job files, and keeping files up-todate.
  • Assist Project Administrators by preparing binders for Project Managers as requested to include(Change Event, PCO/COR)
  • Assist Project Managers by preparing and assembling PM binders.
  • Assist the Project Administrators by archiving physical job files.
  • Independently complete filing of physical job files on a daily basis.
  • Assist the office staff with preparing mailing (postage) and shipping (GSO, FedEx, UPS labels).

Skills and Educational Requirements:
  • Minimum 3 years' experience in administrative/office management positions required.  Previous construction experience preferred.
  • Typing of 45 wpm minimum with accuracy. 
  • Intermediate knowledge of Microsoft Word and Excel.
  • Able to efficiently utilize the Internet, email, and complete online shipping orders.
  • Basic knowledge of office equipment:  phones, fax machines, copy machines, mail meter machine.
  • Demonstrates strong verbal and written communication skills.
  • Demonstrates a positive attitude under time constraints, multiple assignments, and changing job priorities.
  • Works well in a team setting, as well as works with minimal supervision.
  • Completes responsibilities on time, with appropriate follow-up and status updates.
  • Motivated to learn new skills and technology, thereby increasing efficiency and effectiveness



 

We are an equal opportunity employer and make hiring decisions based on merit. Recruitment, hiring, training, and job assignments are made without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, or any other protected classification. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.
To apply please email your resume to cvillareal@ultimatestaffing.com

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Job Snapshot

  • Employee Type:Full-Time
  • Location:Rocklin, CA
  • Job Type:Admin - Clerical
  • Experience:Not Specified
  • Education:Not Specified
  • Date Posted:8/16/2022
  • Contact: Corinna Villareal (916) 786-3336
  • Pay Range: $20.00 - $20.00 Hourly
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Job Reference: JO-2208-172689