Administrative Assistant

2 weeks ago

Hermosa Beach, United States Pacific West Construction Services, Inc. Full time

Company Description

Pacific West Construction & Engineering is a full-service commercial general engineering and building contractor based in California. We specialize in delivering high-quality construction for various commercial projects, including multi-family buildings, industrial tilt-ups, shopping centers, and more. With a team of experienced professionals, we aim to push boundaries and set new standards of excellence in the industry. Our commitment to innovation, quality, and client satisfaction drives our mission to be the industry leader in specialty commercial construction, impacting communities positively and leaving a lasting legacy of excellence.


We welcome driven and enthusiastic problem-solvers with adaptive thinking skills and capabilities. Compensation will be competitive and commensurate with experience.


Role Description: 

We're seeking an Administrative Assistant to lead and oversee all office operations, ensuring seamless coordination and productivity among administrative staff. Responsibilities include managing day-to-day operations, maintaining high standards in office appearance and equipment, fostering a positive work environment, and implementing systems improvements. The ideal candidate will have strong leadership skills, exceptional organizational abilities, and a proactive approach to problem-solving. Bilingual proficiency in English and Spanish is preferred. 

Responsibilities: 


1. Oversee and Manage Staff: Lead, manage, and mentor office, construction, and estimating administration staff to ensure collaboration, productivity, adherence to deadlines, and compliance with company standards. 


2. Day-to-Day Operations: Manage and oversee the day-to-day operations of the office, including coordinating administrative duties, maintaining office efficiency, and fostering a positive work environment. 


3. Maintain Standards: Ensure high standards in office appearance and equipment performance, as well as maintain good employee relations and a positive company image. 


4. Systems Improvement: Identify and implement opportunities for systems, procedures, structure, assignments, and office management improvements. Monitor, design, upgrade, and implement the latest systems to enhance efficiency. 


5. Customer Relations: Project a positive company image to customers, subcontractors, vendors, and the public. Address customer inquiries and complaints promptly and effectively. 


6. Executive Support: Collaborate with the executive assistant to the company president, providing assistance in organizing, developing, and managing office operations, policies, and procedures within budget. This role involves effective communication and teamwork to ensure seamless coordination and support for executive-level tasks and responsibilities.


7. Administrative Support: Provide administrative support, including scheduling group meetings, maintaining calendars, conducting research, creating reports, and drafting letters and memos. 


8. Facilities Management: Organize and manage all maintenance, janitorial, IT management, phone systems, internet systems, utilities, and facility maintenance projects. Act as a liaison with cleaning staff and subcontractors. 


9. Staff Management: Manage administrative staff, including scheduling, vacations, time off, performance monitoring, training, discipline, and addressing personal issues. 


10. Event Coordination: Plan, organize, and execute company events, meetings, luncheons, and team-building activities. Coordinate special projects with other departments as directed. 


Summary

The Administrative Assistant position involves a variety of duties including answering phones, filing, cleaning, and assisting with opening and closing protocols. Responsibilities also include taking out trash, organizing papers, entering timesheets, and contacting subcontractors and vendors for Certificates of Insurance (COIs). The ideal candidate should be comfortable with multitasking, have strong organizational skills, and possess excellent communication abilities. Previous experience in office administration is preferred.

  

Requirements: 

1. Bachelor's degree in business administration or a related field preferred. 


2. Proven experience in office management or a similar role, preferably in the Construction sector. 


3. Strong leadership skills with the ability to lead, mentor, and motivate staff effectively. 


4. Excellent organizational, time management, and multitasking abilities. 


5. Proficiency in Microsoft Office Suite and office management software. 


6. Exceptional communication and interpersonal skills. 


7. Bilingual in English and Spanish preferred. 


8. Ability to remain updated on technical and professional knowledge through continuous learning and networking


To ensure the safety and well-being of all employees, this position may require occasional lifting, twisting, and sitting at a desk for extended periods. The ability to lift objects weighing 10-15 pounds is required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. By applying for this position, you acknowledge and agree to the physical requirements outlined above.


**Benefits:**

- Competitive pay

- Paid time off

- Opportunities for career advancement

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