Overview
We are a busy construction company seeking a reliable and highly organized Secretary / Office Assistant to manage scheduling, handle calls, and keep our office operations running smoothly.
Responsibilities
- Manage front desk operations, including greeting visitors and handling inquiries.
- Operate multi-line phone systems to ensure effective communication.
- Maintain office organization through filing, data entry, and clerical tasks.
- Utilize QuickBooks for bookkeeping and financial record management.
- Provide customer support by addressing client needs and resolving issues promptly.
- Oversee calendar management for scheduling appointments and meetings.
- Assist in proofreading documents to ensure accuracy and professionalism.
- Collaborate with team members to enhance office efficiency and workflow.
- Implement organizational systems to streamline administrative processes.
- Support the team with various tasks as needed, including personal assistant duties.
- Keep company schedule up to date and ensure deadlines are met
- Answer and return all business calls promptly
- Track and log expenses for each project
- Pay bills on time and maintain organized records
- Intake phone calls and document messages accurately
- Assist with document preparation, filing, and general office support
Skills
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
- Strong computer literacy with the ability to learn new software quickly.
- Excellent typing skills with attention to detail for accurate data entry.
- Bilingual abilities are a plus for effective communication with diverse clients.
- Previous experience in office management or administrative roles is preferred.
- Strong organizational skills with the ability to manage multiple tasks simultaneously.
- Exceptional phone etiquette and customer service skills.
- Experience as a dental or medical receptionist is advantageous but not required.
- Time management skills to prioritize tasks effectively in a fast-paced environment
Requirements:
- Previous office/administrative experience (construction industry preferred)
- Strong organizational and time-management skills
- Excellent phone etiquette and communication skills
- Proficient in Microsoft Office or Google Workspace
- Ability to work independently and manage multiple tasks
Job Type: Full-time
Pay: From $18.00 per hour
Work Location: In person
