Job Title: Office Assistant

Company: ACES Electrical Service LLC

Location: 8303P Arlington Blvd, Fairfax, VA 22031. Suit 206

Job Type: Full-time

Administrative Support & Responsibilities:

• Assist in managing and organizing office files, documents, and records.
• Handle incoming and outgoing correspondence, including emails and phone calls and emails (info@aceserv.us and ba@aceserv.us)
• Schedule appointments and meetings, maintaining calendars for team members.
• Prepare and edit documents, reports, and presentations as needed.
• Ordering material
• Scheduling inspection
• PM scheduling
• Awarding documentation, for example, execute contract, COI, W9, etc
• Closeout documentation, for example warranty letter and any other needed.
• Supporting out accounting by including the job expenses on QuickBooks Data Entry and Record-Keeping
• Make an invoice on the QB when necessary and keep it recorded on the Excell sheets Keep excel sheet controlling on update; for example, inspection sheets, awarded controlling report sheets,

Communication:

• Serve as a point of contact between employees, clients, and vendors.
• Communicate effectively both verbally and in writing.
• Assist in drafting and proofreading official communications.
• Data Entry and Record Keeping:
• Accurately enter data into relevant databases and maintain up-to-date records.
• Assist in tracking project milestones, deadlines, and deliverables.

Support to Project Teams:

• Collaborate with project teams to ensure efficient documentation flow.
• Assist in preparing project-related documents and reports.

ACES Expectations for Office Assistant:

1. Accountability:

• Take ownership of assigned tasks and projects, ensuring they are completed accurately and on time.
• Demonstrate a high level of responsibility in managing office records, documents, and correspondence.
• Proactively communicate any challenges or delays, seeking solutions to maintain workflow.

2. Communication:

• Exhibit clear and professional communication both written and verbal.
• Foster open communication channels within the office environment.
• Act as a reliable point of contact for internal and external stakeholders, ensuring timely and accurate responses.

3. Efficiency:

• Prioritize and organize tasks efficiently to maximize productivity.
• Demonstrate proficiency in using office software and technology for tasks such as data entry, scheduling, and document preparation.
• Streamline office processes to enhance overall efficiency and effectiveness.

4. Service:

• Provide excellent service to both internal and external customers, ensuring a positive and professional experience.
• Collaborate with team members to support the overall goals and objectives of the organization.
• Anticipate and address the needs of colleagues, promoting a collaborative and positive work environment.

5. Professionalism:

• Uphold a high standard of professionalism in all interactions, maintaining confidentiality and discretion.
• Present a polished and organized appearance in the workplace.
• Continuously seek opportunities for professional development to enhance skills and contribute to the success of the team.

6. Adaptability:

• Demonstrate flexibility in handling changing priorities and adapting to new tasks or challenges.
• Stay informed about updates on in-office procedures or industry-related changes.

Job Types: Full-time, Contract

Pay: $16.00 - $18.00 per hour

Expected hours: 40 per week

Schedule:

• Day shift
• Monday to Friday
• No nights
• No weekends

Experience:

• Construction: 1 year (Preferred)

Ability to Commute:

• Fairfax, VA 22031 (Required)

Ability to Relocate:

• Fairfax, VA 22031: Relocate before starting work (Required)

Work Location: In person