Job Title: Office Assistant
Company: ACES Electrical Service LLC
Location: 8303P Arlington Blvd, Fairfax, VA 22031. Suit 206
Job Type: Full-time
Administrative Support & Responsibilities:
Assist in managing and organizing office files, documents, and records.
Handle incoming and outgoing correspondence, including emails and phone calls.
Responded all the email and keep the communication with our clients
Schedule appointments and meetings, maintaining calendars for team members.
Prepare and edit documents, reports, and presentations as needed.
Ordering material
Scheduling inspection, pull permit,
PM scheduling
Awarding documentation, for example, execute contract, COI, W9, etc
Closeout documentation, for example warranty letter and any other needed.
Supporting out accounting by including the job expenses on QuickBooks Data Entry and Record Keeping
Make an invoice on the QB when necessary and keep it record on the Excell sheets Keep excel sheet controlling on update; for example, inspection sheets, awarded controlling report sheets,
Keep office expenses paid on time.
Communication:
Serve as a point of contact between employees, clients, and vendors.
Communicate effectively both verbally and in writing.
Assist in drafting and proofreading official communications.
Data Entry and Record Keeping:
Accurately enter data into relevant databases and maintain up-to-date records.
Assist in tracking project milestones, deadlines, and deliverables.
Support to Project Teams:
Collaborate with project teams to ensure efficient documentation flow.
Assist in preparing project-related documents and reports.
ACES Expectations for Office Assistant:
1. Accountability:
- Take ownership of assigned tasks and projects, ensuring they are completed accurately and on time.
- Demonstrate a high level of responsibility in managing office records, documents, and correspondence.
- Proactively communicate any challenges or delays, seeking solutions to maintain workflow.
2. Communication:
- Exhibit clear and professional communication both written and verbal.
- Foster open communication channels within the office environment.
- Act as a reliable point of contact for internal and external stakeholders, ensuring timely and accurate responses.
3. Efficiency:
- Prioritize and organize tasks efficiently to maximize productivity.
- Demonstrate proficiency in using office software and technology for tasks such as data entry, scheduling, and document preparation.
- Streamline office processes to enhance overall efficiency and effectiveness.
4. Service:
- Provide excellent service to both internal and external customers, ensuring a positive and professional experience.
- Collaborate with team members to support the overall goals and objectives of the organization.
- Anticipate and address the needs of colleagues, promoting a collaborative and positive work environment.
5. Professionalism:
- Uphold a high standard of professionalism in all interactions, maintaining confidentiality and discretion.
- Present a polished and organized appearance in the workplace.
- Continuously seek opportunities for professional development to enhance skills and contribute to the success of the team.
6. Adaptability:
- Demonstrate flexibility in handling changing priorities and adapting to new tasks or challenges.
- Stay informed about updates on in-office procedures or industry-related changes.
Job Type: Full-time
Pay: $18.00 - $22.00 per hour
Work Location: In person
