Winning in construction is all about having the right people in the right places. As a leader in the general building construction industry, we take the utmost pride in our work to establish and maintain our reputation. We make it a point only to hire the best of the best to ensure our projects are safe and successful. As we continue to grow, we are seeking a talented and motivated ADMINISTRATIVE ASSISTANT/RECEPTIONIST to join our dynamic team.

Job Overview

As the Administrative Assistant/Receptionist you will play a pivotal role in ensuring the day-to-day operations of our office run smoothly. You will be responsible for a variety of tasks and play a critical role in maintaining an organized and productive workspace. The ideal candidate should have excellent communication skills, attention to detail, and the ability to manage various tasks efficiently.

Responsibilities

Reception:

• Answering phones and transferring calls to the appropriate team members.
• Greeting walk-ins and providing a warm and professional first point of contact.
• Sorting and distributing incoming mail and packages.
• Creating FedEx, UPS, and USPS labels for outgoing packages and ensuring timely drop-off.
• Ordering plotter paper and monitoring office supplies.
• Maintaining an elevator log to ensure safety and compliance.
• Using postage machine to send out checks and monitoring postage machine supplies.
• Printing return labels, preparing outgoing envelopes, and processing, scanning, and entering preliminary information as needed.

Vendor and Project Support:

• Following up with subcontractors to collect signed releases and providing preliminary information via email when requested.
• Processing, coding, and distributing job invoices to Project Managers, including those related to storage containers, forklifts, and other equipment.
• Coding, verifying, and signing off on dumpster exchange invoices.
• Creating unconditional and final releases for job checks and filing returned signed unconditional releases on the server.
• Scanning and filing diversion tickets and reports on the server.
• Scheduling dumpster exchanges and equipment mobilization/demobilization (dumpsters, portables, fencing, forklifts, storage containers, office trailers).

Office Organization and Events:

• Keeping organized job folders for each project using "Jobsite Setup Forms" and "Trash Service Forms."
• Reaching out to vendors to correct any errors on invoices.
• Processing Home Depot orders via the phone for Superintendents.
• Working on various projects as assigned, such as the Safety Program and Container Inventory Lists.
• Meeting with vendors and maintaining the company calendar with vacation entries.
• Maintaining a birthday spreadsheet, decorating offices, and organizing card signings for birthdays.

• Assisting with employee morale event planning and execution to foster a positive workplace culture.

Qualifications

• High school diploma or equivalent; additional education or relevant certifications are a plus.
• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with relevant software systems.
• Previous administrative or office experience is preferred.
• Attention to detail and a high level of accuracy.
• Ability to work both independently and collaboratively within a team.
• Strong problem-solving skills and a proactive attitude.
• Flexibility to adapt to changing priorities and tasks.
• Professional and courteous demeanor in interacting with clients, visitors, and team members.

Experience

• Microsoft Office Suite: Minimum 2 year
• Commercial Construction: Minimum 2 years of working experience in commercial construction support role is a plus

Job Type: Full Time

Salary Range: $19-$21 hourly

Schedule: Mon-Fri, 8-hour shift

Work Location: In-person, Murrieta, CA

This job description provides a general overview of the duties and responsibilities typically associated with the role of an Administrative Assistant/Receptionist. Specific duties and requirements may vary depending on the company and its unique operational needs.