What are the responsibilities and job description for the Administrative Assistant/Receptionist position at Colorado West Construction?
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.
Salary : $19 - $21