Administrative Assistant

1 month ago

Los Angeles, United States Crestview Landscape Full time
Job DescriptionJob DescriptionSUMMARY OF POSITION:

The Administrative Assistant is responsible for supporting all administrative functions for multiple departments/teams including Field Operations, Accounting, Production, Customer Service, and Human Resources.  The Administrative Assistant will serve as the point of contact via receptionist/general office duties and be a helpful and positive presence in the workplace.  The Administrative Assistant will act as a liaison between Field team members, Company Management, and office staff.

RESPONSIBILITIES:

  • Answer telephone calls, take messages, meet and greet incoming visitors, clients, and vendors.
  • Forwarding potential client’s information to office personnel.
  • Handle incoming/outgoing mail/deliveries for office (U.S. Mail, FedEx, UPS).
  • Log all incoming checks before handing to Accounts Receivables (A/R).
  • Responsible for reviewing, updating, auditing, and approving employee timecards via Paychex Flex timekeeping system.
  • Manage Personal Protective Equipment (PPE) request forms process (i.e., ordering, inventory, distribution of PPE), working with Foremen and/or Supervisors.
  • Manage office supplies, tools, and/or equipment tracking/ordering for office and/or yard (Varna).
  • Responsible for Fleet Management (i.e., DMV registrations, schedule/coordinate work order requests for Company vehicle maintenance and/or DMV requests).
  • Maintain logs (i.e., Company directory, fleet, Company vendor passwords/websites).
  • Assist Human Resources department, as necessary, with coordination of new hire/safety orientations, employment application distribution, trainings (i.e., driving course, sexual harassment), and team-building events.
  • Coordinate work order requests with external vendors, as necessary.
  • Handle set up of office telephones, iPhones and/or iPads.
  • Manage building maintenance requests for office and/or yard (Varna).
  • Request IT support for office/equipment.
  • Set up Company network/e-mail accounts for office and/or field crew.
  • Update Calendar for Management/office.
  • Maintain customer confidence, protecting operations by keeping information confidential.
  • Create regular status reports regarding progress on projects.
  • Conduct preliminary research on a variety of topics.
  • Forge and foster successful working relationships with internal and external customers.
  • Ensure consistent and efficient interaction with all employees across the Company.
  • Provide special project leadership and support as needed.
  • Demonstrate poise and tact under pressure and handle matters with sound judgement and confidentiality.
  • Perform other duties as assigned.
QUALIFICATIONS AND EXPERIENCE:
  • Two (2) to three (3) years of professional work history.
  • One (1) or more years of experience in providing executive-level administrative support to executives.
  • Knowledge of acceptable safe work practices including wearing the necessary personal protective equipment (PPE).
  • Proactive self-starter, achieving high productivity with strong attention to detail; ability to work independently with little instruction; coordinate and prioritize multiple tasks, set deadlines, and complete projects in a timely manner is required.
  • Demonstrate the highest level of professional and ethical conduct.
  • Positive, tenacious attitude.
  • Strong verbal and written English communication skills.
  • Ability to work in a fast-paced and sometimes unpredictable environment; works well under pressure and tight deadlines.
  • Ability to consistently apply good judgment and make good decisions.
  • Ability to always maintain confidentiality and discretion.
  • Proven analytical and problem-solving abilities.
  • Organized with a proven ability to juggle multiple projects at once.
  • Experience managing complex project/event logistics.
  • Some local travel – up to 25%.
  • Must possess a valid California Driver's License.
  • The requirements and duties listed are representative and not exhaustive of the knowledge, skill, and/or abilities required.
TECHNICAL SKILLS:
  • Ability to comfortably work with software and apps on a desktop, iPhone, and/or iPad.
  • Highly proficient with Microsoft Office (Word, Excel, Outlook, PowerPoint).
  • Extensive knowledge of office administration and clerical procedures.
  • Quick learner and ability to figure things out on your own.
LANGUAGE SKILLS:
  • Ability to communicate effectively in English (oral and written).
  • Ability to read and comprehend instructions and information to effectively execute and achieve results.
  • Bilingual in Spanish is a plus.
EDUCATION:
  • High school diploma or the equivalent (GED) required.
  • An equivalent combination of skills, education, and experience may be considered.
COMPETENCIES:
  • Professionalism:  As it relates to how you carry yourself among fellow co-workers and customers.
  • Communication:  Strong, effective communication skills to interact with co-workers, Management, clients, vendors, and/or visitors.  Communication skills include listening skills, verbal and written communication skills and client relation skills.
  • Collaboration:  Incorporate teamwork, mutual respect, active engagement, cooperation and client focus.
  • Accountability:  Initiative to take ownership of responsibilities, the ability to prioritize and the working knowledge and skills to take action.
  • Problem Solving:  Blends problem solving skills, judgement and decision-making skills along with creativity and resourcefulness.
  • Ethical standards:  High ethical standards in how you go about and perform your work always taking into consideration what’s best for the customer, their property, and the company.
  • Customer service and satisfaction:  Adhere to the philosophy that customers are # 1 and are the livelihood of Crestview Landscape, Inc.  Strong sense of customer service and satisfaction.
  • Attention to detail:  High level of detail and a focus on the little things that make a big difference.
  • Trust and demeanor:  Ability to foster positive and solid relationships with clients to establish rapport, trust, and confidence.  Possess a quality demeanor and the ability to be levelheaded and calm in all situations.
PHYSICAL DEMANDS:

While performing the duties of this position, the employee is regularly required to stand, walk, and sit for extended periods of time, in a standard office work environment.  The position also requires the ability to lift up to 20 lbs., unaided.

DIRECT REPORTS:

None

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