Office Assistant

Swinerton•Santa Ana, CA

16h•$22 - $25

About The Position

Summary: Provide office administrative support to project management team or department (may be one or more people). Job Description: POSITION RESPONSIBILITIES AND DUTIES: Ability to perform all essential duties of Junior Administrative Assistant Answer phones - screen/handle routine items and direct calls as appropriate Greet clients, visitors, and vendors in a professional manner, direct to appropriate person Process incoming and outgoing mail including UPS, courier service and Federal Express; sort, prioritize, and distribute, handle items not requiring supervisor’s attention Manage shipping and receiving for the office, create labels, purchase stamps, occasionally make trips to the post office for certified mail Maintain office phone list and email group distribution list Manage and provide support with office vendor management to include janitorial services, security system, coffee services, processing invoices and submission of building maintenance requests Assist with travel arrangements, planning itineraries and scheduling meetings Assist with new hire onboarding and scheduling assistance as required, order required equipment, parking passes, fuel cards and prepare new hire boxes. Assist with setting up new vendors in cost management system and processing credit applications Assist with general administration management of office/facilities, including assistance with office moves, water plants, clearing, order catering and setting up of office workstations for new hires. Maintain inventory of office and breakroom supplies while keeping monthly budget in mind Maintain conference room and office room appearance Event management support for Regional Event Coordinator and other office events as assigned Occasional travel between offices may be required Order and distribute plans Complete other responsibilities as assigned

Requirements

High School Diploma or equivalent
Ability to keyboard 45 wpm accurately
Working knowledge of general office procedures and office machines
Proficient in English verbal communication skills, including professional telephone manner
Excellent organizational skills, ability to prioritize, and comfortable working independently
Valid drivers license
Minimum two years secretarial or clerical experience in addition to above training

Nice To Haves

Public Notary in applicable state
Bluebeam
CMiC

Responsibilities

Ability to perform all essential duties of Junior Administrative Assistant
Answer phones - screen/handle routine items and direct calls as appropriate
Greet clients, visitors, and vendors in a professional manner, direct to appropriate person
Process incoming and outgoing mail including UPS, courier service and Federal Express; sort, prioritize, and distribute, handle items not requiring supervisor’s attention
Manage shipping and receiving for the office, create labels, purchase stamps, occasionally make trips to the post office for certified mail
Maintain office phone list and email group distribution list
Manage and provide support with office vendor management to include janitorial services, security system, coffee services, processing invoices and submission of building maintenance requests
Assist with travel arrangements, planning itineraries and scheduling meetings
Assist with new hire onboarding and scheduling assistance as required, order required equipment, parking passes, fuel cards and prepare new hire boxes.
Assist with setting up new vendors in cost management system and processing credit applications
Assist with general administration management of office/facilities, including assistance with office moves, water plants, clearing, order catering and setting up of office workstations for new hires.
Maintain inventory of office and breakroom supplies while keeping monthly budget in mind
Maintain conference room and office room appearance
Event management support for Regional Event Coordinator and other office events as assigned
Occasional travel between offices may be required
Order and distribute plans
Complete other responsibilities as assigned