Vacancy expired!
Administrative AssistantJob Location - San Jose,CAFull time/Direct Hire The client is a leading national infrastructure construction company operating throughout the United States. Their activities include the installation, maintenance, and upgrade of communication and utility infrastructure, including but not limited to: telecommunications infrastructure. Job PurposeThe Administrative Assistant will provide administrative and general office support to the site and regional operations to ensure smooth and effective office operation and maximum efficiency. The Administrative Assistant will act as the primary point of contact for site personnel, including crews, and supports the site and region. Essential Functions Assist and support field management on projects and daily business needs.
- Greeting all guests and employees at the front counter as well as incoming calls
- Establish and maintain a filing system, ensuring documentation/information is current and can be readily retrieved.
- Process timekeeping and preparing weekly payroll upload.
- Assist with external and internal vendor relations, including but not limited to, payment of invoices, new vendor setup, and resolution of any vendor issues.
- Handle incoming calls, emails, and company-related correspondence daily, including customer inquiries and complaints, routing inquiries/requests to appropriate individual/department for a response, following up, and providing any coordination necessary to ensure response occurs in a timely, efficient manner.
- Assist customers with immediate needs and help employees with tasks related to customer requests.
- Track paperwork, process new work/projects, change the status of work/projects, complete CUs, create invoices for all jobs, and keep a detailed record of start and end dates in a separate log.
- Organize and coordinate staff and other meetings, including preparing materials pertaining to agenda items, following up with staff members regarding the status of action items, etc.
- Respond timely to requests from Resource Management and Field Operations.
- Keep site bulletin boards updated and neatly organized with company newsletters, safety bingo, daily scorecards, federal posters, workers' compensation information, etc.
- Attend crew meetings as needed to collect documents, communicate information, and respond to inquiries.
- Maintain a safe work environment by following and supporting safe practices.
- Prepare and submit expense reports weekly in accordance with company policy, including traveling technicians and new hires.
- Receive payroll timesheets and input in a timely fashion to ensure employees get paid on time.
- Assist/provide backup support to other office support employees as required.
- Coordinate special projects as assigned.
- Perform other duties as required and/or assigned.
Vacancy expired!