Working under general supervision, performs administrative duties such as typing, filing, scheduling, monitoring and ordering supplies, and coordination of meetings. This position serves as the main point of contact for callers and office visitors. Independent judgment is required to plan, prioritize, and organize workload.
Essential Functions
Greet and assist all visitors and callers and direct them appropriately
Provide administrative support to management team and staff, including typing, proofreading, coordinating, scheduling, and bid package preparation
Maintain office files, filing, creating files, and archiving files
Sort and distribute mail, incoming faxes, and other deliveries
Monitor levels of office supplies, business cards, stationery, and other printed materials and place orders as necessary for all three Coastland offices
Maintain and update telephone system (add/delete employees, change greeting, etc.); monitor general voicemail box and route messages accordingly; maintain and periodically distribute phone list
Arrange for maintenance of office equipment
Register employees for seminars, arrange lodging and travel
Daily upkeep of common areas (lobby, copier area, conference room, kitchen)
Serve as first point of contact for facilities maintenance
Oversight of company vehicles and maintenance records and tracking and distributing annual registration tags to all three Coastland offices
Coordinate, distribute, track, and collect upon termination, construction field packs
Use logs to track and monitor company cell phones, company gas cards; order company cell phones and equipment
Coordinating company functions (including any lodging) including but not limited to annual holiday party, lunch and learns and in office holiday events
Job Specifications/Knowledge:
Structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar
Principles and processes for providing effective customer service in an office environment
Office business equipment and computer software, including intermediate knowledge of Microsoft Word, Excel, and Outlook
Administrative and clerical procedures and systems such as word processing, proofreading, basic spreadsheets, filing, and records
Basic business arithmetic
Multiple line telephone and paging systems
Skills:
Excellent interpersonal skills
Giving full attention to what others are saying and asking questions as appropriate
Understanding written sentences and paragraphs in work related documents
Communicating effectively verbally and in writing
Actively looking for ways to assist people
Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions
or approaches to problems
Excellent organization, prioritization, and time management skills
Correct punctuation, spelling, and grammatical usage
Understanding the implications of new information
Ability to:
Understand and follow oral and written instruction
Communicate information and ideas both verbally and in writing so others will understand
Listen and understand information and ideas presented through spoken and written words
Understand and independently carry out oral and written directions
Use independent judgment in the application of practices or procedures and resolve problems and deviations from the general workflow
Maintain confidentiality and use discretion
See visual details at close range
Apply proper punctuation, grammar, and spelling
Organize, prioritize, and manage time
Manage a multi-line telephone system, routing calls to all three Coastland offices
Type a minimum of 50 words per minute
Qualifications:
Education and Experience:
Any combination equivalent to the education and experience likely to provide the required knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be:
Education: Equivalent to completion of twelfth grade.
Experience: Sufficient years of experience performing office support duties in an office environment comparable to that of the company to obtain most of the knowledge, skills, and abilities listed above.
Certifications/Licenses: Possession of a valid California Class C Driver's License.