Administrative Office Manager

4 days ago

Santa Rosa, United States Coastland | DCCM Full time

Office Administrative Manager


Summary

Working under general supervision, performs administrative duties such as typing, filing, scheduling, monitoring and ordering supplies, and coordination of meetings. This position serves as the main point of contact for callers and office visitors. Independent judgment is required to plan, prioritize, and organize workload.


Essential Functions

Greet and assist all visitors and callers and direct them appropriately

Provide administrative support to management team and staff, including typing, proofreading, coordinating, scheduling, and bid package preparation

Maintain office files, filing, creating files, and archiving files

Sort and distribute mail, incoming faxes, and other deliveries

Monitor levels of office supplies, business cards, stationery, and other printed materials and place orders as necessary for all three Coastland offices

Maintain and update telephone system (add/delete employees, change greeting, etc.); monitor general voicemail box and route messages accordingly; maintain and periodically distribute phone list

Arrange for maintenance of office equipment

Register employees for seminars, arrange lodging and travel

Daily upkeep of common areas (lobby, copier area, conference room, kitchen)

Serve as first point of contact for facilities maintenance

Oversight of company vehicles and maintenance records and tracking and distributing annual registration tags to all three Coastland offices

Coordinate, distribute, track, and collect upon termination, construction field packs

Use logs to track and monitor company cell phones, company gas cards; order company cell phones and equipment

Coordinating company functions (including any lodging) including but not limited to annual holiday party, lunch and learns and in office holiday events


Job Specifications/Knowledge:

Structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar

Principles and processes for providing effective customer service in an office environment

Office business equipment and computer software, including intermediate knowledge of Microsoft Word, Excel, and Outlook

Administrative and clerical procedures and systems such as word processing, proofreading, basic spreadsheets, filing, and records

Basic business arithmetic

Multiple line telephone and paging systems


Skills:

Excellent interpersonal skills

Giving full attention to what others are saying and asking questions as appropriate

Understanding written sentences and paragraphs in work related documents

Communicating effectively verbally and in writing

Actively looking for ways to assist people

Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions

or approaches to problems

Excellent organization, prioritization, and time management skills

Correct punctuation, spelling, and grammatical usage

Understanding the implications of new information


Ability to:

Understand and follow oral and written instruction

Communicate information and ideas both verbally and in writing so others will understand

Listen and understand information and ideas presented through spoken and written words

Understand and independently carry out oral and written directions

Use independent judgment in the application of practices or procedures and resolve problems and deviations from the general workflow

Maintain confidentiality and use discretion

See visual details at close range

Apply proper punctuation, grammar, and spelling

Organize, prioritize, and manage time

Manage a multi-line telephone system, routing calls to all three Coastland offices

Type a minimum of 50 words per minute


Qualifications:

Education and Experience:

Any combination equivalent to the education and experience likely to provide the required knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be:

Education: Equivalent to completion of twelfth grade.

Experience: Sufficient years of experience performing office support duties in an office environment comparable to that of the company to obtain most of the knowledge, skills, and abilities listed above.

Certifications/Licenses: Possession of a valid California Class C Driver’s License.

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