Administrative Assistant Job San Carlos area,California USA,Administrative/Clerical

Position: Administrative Assistant (Full-Time)

Overview

We are seeking a highly organized and efficient Administrative Assistant to join our team. The successful candidate will provide administrative support to ensure the efficient operation of the office of Rojas Construction. The Administrative Assistant will support the general contractor, marketing manager and employees through various organizational and communication tasks. The ideal candidate will be proactive, detail-oriented, and able to handle a fast-paced work environment with professionalism and confidentiality.

Responsibilities

Answering Phones and Greeting Visitors:
Serve as the first point of contact for the office, answering phone calls, taking messages, and greeting visitors courteously and professionally.

Managing Correspondence:
Handle incoming and outgoing mail, follow-up emails, and faxes. Draft, proofread, and edit correspondence, memos, and other documents as needed.

Scheduling and Calendar Management:
Coordinate appointments, meetings, and travel arrangements for managers and staff. Maintain and update calendars, schedule conflicts, and keep all appointments on track.

Data Entry and Record Keeping:
Maintain accurate and up-to-date electronic and paper records. Enter data into databases, spreadsheets, and other software systems as required.

Office Organization:
Ensure the office is well-organized and tidy, including maintaining office supplies, equipment, and inventory. Coordinate maintenance and repairs as needed.

Assisting with Projects:
Support various departments with special projects, research, and presentations. Collaborate with team members to ensure deadlines are met and deliverables are completed accurately.

Meeting Coordination:
Arrange logistics for meetings, including preparing agendas, taking meeting minutes, and distributing materials. Follow up on action items and ensure deadlines are met.

Administrative Support:
Assist with general administrative tasks such as filing, photocopying, scanning, and faxing. Provide support to other staff members as needed.

Qualifications

High school diploma or equivalent; associate's or bachelor’s degree preferred.
Proven experience as an administrative assistant or office administrator.
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other office software.
Excellent communication skills, both written and verbal.
Strong organizational and multitasking abilities.
Attention to detail and accuracy in all work tasks.
Ability to maintain confidentiality and exercise discretion.
Proactive problem-solving skills and ability to work independently.
Positive attitude and strong work ethic.
Preferred qualifications:

Previous experience in a similar role within the industry; familiarity with office equipment such as printers, copiers, and fax machines; knowledge of basic accounting principles; experience with project management software, Honeybook or CRM systems.

Working Conditions

This position typically operates in a professional office environment in San Carlos, California. The role may require being alone in the office most of the time. Some tasks may require lifting or moving light objects.

Salary and Benefits

Salary and benefits:
Depending on the workload, hours could range up to 45 per week.

Please apply here: (Use the "Apply for this Job" box below)./NjveaysGoCHLEFg
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