- We are looking for an Office Assistant to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. Duties and responsibilities include scheduling meetings and appointments, payroll, managing crew members, providing general administrative support to Management. Previous experience as an office administrator would be an advantage. Previous experience in a construction atmosphere a plus. A successful assistant must have QuickBooks Online and Jobber experience along with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties. Ultimately, the Office Assistant should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operations. This position can be performed at home along with the ability to work on location. (1-2 days per week)
Responsibilities
- Serve as the point person for office manager duties including: maintenance, mailing, supplies, equipment, bills, errands, shopping
- Schedule meetings and appointments
- Organize the office layout and order stationery and equipment
- Maintain the office condition and arrange necessary repairs
- Partner with HR to update and maintain office policies as necessary
- Partner and maintain all city requirements including but not limited to Permits, and scheduling required inspections.
- Organize office operations and procedures
- Coordinate with IT department on all office equipment
- Hands on experience with office machines (e.g. fax machines and printers)
- Responding to all incoming calls and directing accordingly.
- Provide general support to visitors with a positive attitude
- Responsibilities include weekly Maintenace records for equipment (Trucks, etc.)
- Bank reconciliations, accounts receivable and payables.
Skills
- Work in a Team environment
- Proven experience as an Office manager, Front office manager or Administrative assistant
- Knowledge of office administrator responsibilities, systems and procedures
- Proficiency in QuickBooks Online and Google software.
- Familiarity with email scheduling tools, like Email Scheduler and reminders
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills in a fast-paced environment
- A creative mind with an ability to suggest improvements
- High School degree; additional qualification as an Administrative assistant or Secretary will be a plus.
- Ability to learn new construction software will train the right applicant.
- We are fast moving and fast growing environment looking for someone to join are team in the pursuit of success!
Job Type: Full-time
Pay: $15.00 - $18.00 per hour
Benefits:
- Flexible schedule
Schedule:
- 8 hour shift
- Choose your own hours
- Monday to Friday
Work Location: Hybrid remote in Philadelphia, PA 19146