Administrative Assistant

SAFEbuilt•San Diego, CA

About The Position

Interwest Consulting Group is seeking an Administrative Assistant to support its municipal consulting services in San Diego. The role provides general administrative and clerical support, including front desk coverage, document and file management, data entry, project research, and assistance with proposals and other business development materials. The position also coordinates construction plan deliveries and may provide counter support at municipal Building Departments, assisting customers with permitting inquiries, applications, and related services. The successful candidate will be a motivated self-starter who can work independently and efficiently in a fast-paced environment. They will use Microsoft Office and other office software and equipment, communicate with staff and external customers, and maintain accurate records. The employee must obtain ICC Permit Technician Certification within six months of hire.

Requirements

High school diploma.
At least one year of experience in an Administrative or Executive Assistant role.
Typing speed of 55+ words per minute.
Proficiency with Windows and Microsoft Office products, including Word, Excel, and Outlook.
Ability to operate modern office equipment, including copiers and computers.
Strong verbal and written communication skills in English sufficient to perform job functions.
Strong organizational skills and ability to manage multiple projects.
Strong analytical and problem-solving skills, with attention to detail.
Customer service experience with internal and external customers, both in person and over the phone.
Ability to work independently and efficiently in a fast-paced environment.
Ability to work well with all levels of management and staff, as well as outside clients, designers, vendors, and applicants.
Motivated, self-starter attitude and willingness to learn.
Obtain ICC Permit Technician Certification within six months of hire.

Nice To Haves

Experience in the engineering, construction, and/or real estate industries.

Responsibilities

Answer multi-line phones; receive and direct visitors; manage mail, filing, reception, and other front desk duties.
Perform general administrative and clerical tasks, including copying, scanning, organizing, mailing, emailing, and word processing.
Maintain and organize electronic files and standard documents using Microsoft Office and other software.
Process and email electronic documents to applicants and clients.
Enter project information into the company tracking system and billing invoice information into Excel spreadsheets.
Review entered data, verify its accuracy, and make corrections as needed.
Receive, organize, maintain, file, purge, and ship construction plans and documents.
Research projects by gathering, compiling, and analyzing information.
Assist with preparing proposals and other formal written business development documents.
Maintain databases and spreadsheets for tracking and reporting purposes.
Coordinate pickup and delivery of physical plans and related documents to and from local Building Departments.
Provide counter support at municipal Building Departments as needed, assisting customers with permitting inquiries, applications, and related services.
Obtain ICC Permit Technician Certification within six months of hire.
Perform other related duties and responsibilities as assigned.