Administrative Assistant

Dynalectric Company•El Cajon, CA

6d•Onsite

About The Position

Dynalectric Company San Diego is hiring an Administrative Assistant to work at a key onsite project in the greater San Diego area and/or at the company office. The role provides management with information management support and document control, while handling routine clerical and administrative functions that help keep the office organized and running smoothly. The successful candidate will be reliable, punctual, organized, and able to manage multiple priorities in a busy office. The position involves maintaining files and documents, preparing correspondence and reports, scheduling appointments and meetings, managing calendars, entering data, supporting visitors and callers, handling mail and supplies, and setting up and maintaining meeting spaces. The employee must protect confidential company information, follow company policies and procedures, and escalate sensitive issues to management as appropriate. The employee should expect to sit or stand for extended periods in front of a computer and travel to field locations as needed. Field visits may involve outdoor exposure and the conditions described under Work Environment, including weather, dust, fumes, chemicals, electrical hazards, and moderate-to-loud noise.

Requirements

Prior experience handling office responsibilities, customer service, or a related field.
High school diploma or GED.
Excellent written and verbal communication skills, including demonstrated ability to communicate in English and collaborate with customers, employees, unions, government agencies, vendors, suppliers, and other contractor organizations.
Business writing and reporting skills.
Strong organization, communication, customer service, and interpersonal skills.
Scheduling and time-management skills and ability to perform in a fast-paced environment.
Strategic, analytical, and multitasking skills.
Punctuality and dependability.
Ability to learn and grow with the company.
Ability to work well within a team and independently as needed.
Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel), and experience scheduling appointments and updating calendars.
Integrity, honesty, professionalism, and appropriate care when handling sensitive and confidential information.
Ability to make sound decisions and produce accurate and timely results.
Ability to prioritize and organize work in a fast-paced, multitasking environment.
Ability to monitor and analyze data and solve problems on tactical and strategic levels.
Ability to build positive working relationships with employees at multiple levels, management, suppliers, and customers.
Commitment to company values.
Ability to meet the physical demands described in the posting, with reasonable accommodations where applicable.
Ability to travel to field locations as needed.

Nice To Haves

Bachelor’s degree or currently pursuing a bachelor’s degree.
Working knowledge of the construction industry, operations management, and safety practices.
Working knowledge of federal, state, and city regulations and guidelines.
Visio and Outlook experience.
Working knowledge of project and financial software.
Typing speed; the posting gives no minimum words-per-minute figure.

Responsibilities

Perform clerical duties, maintain files, organize documents, and photocopy, fax, print, process mail, and answer phones.
Use computers for applications such as database management and word processing.
Operate office equipment, including fax machines, copiers, and phone systems, and arrange repairs when equipment malfunctions.
Assist in planning office-related meetings.
Help prepare reports and presentations and process and distribute them internally and externally.
Perform data entry.
Update staff calendars and organize schedules.
Prepare information and research for executive needs.
Oversee mail deliveries, packages, and couriers; sort and distribute mail.
Purchase, track, and invoice office supplies for each department.
Set up, break down, organize, and maintain conference rooms, training rooms, kitchens, and meeting rooms.
Greet visitors and callers, handle their inquiries, or direct them to appropriate people.
Maintain confidentiality of company information.
Comply with I.S.O. 9000:2015 operations work instructions, contracts, the safety program, and established company policies and procedures.
Escalate critical or sensitive issues to management with recommendations for resolution.
Perform additional assignments as required by the company or directed by management.