Office Administrator at RED OAK, LLC

Mesa, Arizona, United States -

Full Time

Start Date

Immediate

Expiry Date

28 Jan, 26

Salary

0.0

Posted On

30 Oct, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

QuickBooks, Attention To Detail, Problem-Solving, Written Communication, Verbal Communication, Bilingual, Organizational Skills, Planning Skills, Administrative Experience, Microsoft Office, Google Docs, Google Forms, Google Sheets

Industry

Construction

Description

Description The Administrative Assistant performs a range of technical, administrative, and clerical duties in support of the office staff. This position also serves as the main receptionist for the company and greets visitors, responds to public inquiries, and provides information about the organization. Responsibilities · Answers phones and routes to appropriate personnel. · Screens incoming “walk-ins”. · Maintains consistency amongst structural and organizational details throughout office. · Maintains inventory of office/kitchen supplies, employee work shirts and safety vests. · Schedules/coordinates cleaning schedule · Checks for incoming mail. Sends out any outgoing mail. · Assists in facilitating company culture within the office. · Maintains company website for accuracy. Assist Human Resources with the following responsibilities: · Prints incoming job applications for review with HR Manager & Project Manager. · Assists in scheduling employee meetings and employee reviews. · Ensures all review paperwork is completed and ready prior to scheduled meeting. · Assists in maintaining an internal employee assessment system by making sure the forms are completed in a timely manner, and the information is stored correctly and accurately. · Assists with procedural timecard data corrections. · Assist with electronic file maintenance. · Assists with preparation/planning of company quarterly meetings. · Special projects and additional duties as assigned. Assist Accounting Department with the following responsibilities: · Accounts payable data entry into QuickBooks and other applications as assigned. · Assists in recovering project specific waivers from vendors. Reports any obstacles or discrepancies to Controller. · Assists in coordinating project specific insurance documents are accurate and up to date. · Assists with reconciliation of fleet card transactions as required. · Special projects and additional duties as assigned. Assist Project Management team with the following responsibilities: · Assist with project management software and ensures certain required documentation is uploaded/compliant. Works with project leaders to ensure documentation is uploaded. · Assists in receiving materials and notifies correct project leaders of material arrival. · Prints/binds safety documentation when applicable. · Coordinates meeting locations/requirements for leadership meetings. · Assists with specific project-based submittal requirements. · Coordinates vehicle maintenance for employees with company vehicles. · Special projects and additional duties as assigned. Requirements Skills and Knowledge · QuickBooks experience required. · Attention to detail and problem-solving skills. · Excellent written and verbal communication · Must be bilingual (Spanish) · Strong organizational and planning skills · Proven admin or assistant experience · Experience with Microsoft Office and Google Docs, Forms and Sheets

Responsibilities

The Office Administrator performs a range of technical, administrative, and clerical duties in support of the office staff, serving as the main receptionist and greeting visitors. Responsibilities include answering phones, maintaining office supplies, assisting HR and accounting, and supporting project management tasks.