Administrative Assistant

3 weeks ago

Annapolis, United States Iron Fabrication Services Inc Full time
Job DescriptionJob DescriptionDescription:

Job Title: Administrative Assistant - **ONLY Native Spanish Speaking Candidates Will Be Considered**


About Us:

Iron Fabrication Services (IFS) is a leading fabricator and supplier of all types of steel used in many major construction projects such as large scale commercial and residential buildings. Our quality is visible throughout the Metropolitan area of Washington D.C., Virginia and Maryland. At IFS, we are committed to fostering a safe and productive work environment.


IFS is seeking a highly skilled and experienced Administrative Assistant to join our team. The Administrative Assistant will provide administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Administrative assistants are responsible for confidential and time-sensitive material. Familiar with a variety of the field's concepts, practices, and procedures.


Job Summary: The Administrative Assistant plays a vital role in supporting the efficient operation of the organization by providing administrative and clerical support to various departments and staff members. This position involves managing office tasks, coordinating meetings, handling correspondence, and ensuring the smooth flow of information within the organization.


Supervisory Responsibilities: None


Duties/Responsibilities:

Manage Front Desk Operations

  • Answer, screen, and transfer inbound phone calls
  • Greet all visitors, clients, and candidates
  • Order supplies for Maryland office, as needed
  • Check and distribute mail daily
  • Stamp an address check to be mailed out, as needed
  • Address employee inquires, as needed

Manages Time tracking system

  • Tracking and inputting all hours worked for hourly staff
  • Ensuring foremen are submitting timesheets in a timely manner
  • Ensuring all data entered is accurate and ready for payroll processing on a weekly basis

On-Boarding Process

  • Manage the hiring consideration process
  • Explain and translate the process to potential hires
  • Oversee the overall process including interviews with Operations and Safety Meetings
  • Review and monitor all new hire paperwork completion

Operations / Office Support

  • Support Operations and Office Manager
  • Support Toolbox Talks
  • Organize and print all documentation for the month
  • Support required of Safety Manager on document prep and translations.
  • Monitor receipt of Toolbox Talks and enter into shared folders

Gestionar las operaciones de recepción

  • Responder, filtrar y transferir llamadas telefónicas entrantes
  • Saludar a todos los visitantes, clientes y candidatos.
  • Solicite suministros para la oficina de Maryland, según sea necesario
  • Revisar y distribuir el correo diariamente
  • Sellar los cheques de dirección que se enviarán por correo, según sea necesario
  • Atender las consultas de los empleados, según sea necesario

Gestiona el sistema de seguimiento del tiempo.

  • Seguimiento e ingreso de todas las horas trabajadas para el personal por horas.
  • Garantizar que los capataces presenten las hojas de tiempo de manera oportuna
  • Garantizar que todos los datos ingresados sean precisos y estén listos para el procesamiento de nómina semanalmente

Proceso de integración

  • Gestionar el proceso de consideración de contratación.
  • Explicar y traducir el proceso a posibles empleados.
  • Supervisar el proceso general, incluidas las entrevistas con las reuniones de operaciones y seguridad.
  • Revisar y monitorear la finalización de todos los trámites de nuevas contrataciones.

Operaciones / Soporte de Oficina

  • Responsable de Operaciones y Oficina de Soporte
  • Charlas sobre la caja de herramientas de soporte
  • Organiza e imprime toda la documentación del mes.
  • Se requiere apoyo del Gerente de Seguridad en la preparación de documentos y traducciones.
  • Supervise la recepción de Toolbox Talks e ingrese a carpetas compartidas
Requirements:

Qualifications:

  • High school diploma or equivalent, Associate’s degree a plus
  • Fluent in both English and Spanish. Able to communicate both written and verbally.
  • Excellent computer skills and familiarity with Microsoft Sute: Excel, Word, PowerPoint, and Outlook
  • Digital literacy and research skills, including the ability to analyze the reliability of information
  • Familiarity with standard office platforms, such as Microsoft Office and QuickBooks
  • Excellent verbal and written communication skills
  • Time management, multitasking, and flexibility
  • Accuracy and attention to detail
  • Basic math and accounting skills
  • Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette, and the ability to diffuse tense situations
  • Proactive approach to problem-solving and process improvement
  • Ability to work well independently and in collaboration with others

Calificaciones:

· Diploma de escuela secundaria o equivalente, título asociado un plus

· Fluido en inglés y español. Capaz de comunicarse tanto escrita como verbalmente.

· Alfabetización digital y habilidades de investigación, incluida la capacidad de analizar la confiabilidad de la información.

· Familiaridad con plataformas de oficina estándar, como Microsoft Office y QuickBooks.

· Excelentes habilidades de comunicación verbal y escrita

· Gestión del tiempo, multitarea y flexibilidad.

· Precisión y atención al detalle.

· Habilidades básicas de matemáticas y contabilidad.

· Habilidades interpersonales, conducta profesional y cortés, excelente etiqueta en la oficina y por teléfono, y capacidad para disipar situaciones tensas.

· Enfoque proactivo para la resolución de problemas y la mejora de procesos.

· Capacidad para trabajar bien de forma independiente y en colaboración con otros.


Travel Requirements: None.


Physical Requirements: Prolonged periods sitting at a desk and working on a computer. Frequent periods of repeating the same movements.


Equal Opportunity Employer: IFS is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other status protected by law.


Requisitos de viaje: Ninguno.


Requisitos físicos: Períodos prolongados sentado en un escritorio y trabajando en una computadora. Períodos frecuentes de repetición de los mismos movimientos.


Empleador que ofrece igualdad de oportunidades: IFS es un empleador que ofrece igualdad de oportunidades y no discrimina por motivos de raza, color, religión, sexo, origen nacional, edad, discapacidad o cualquier otro estado protegido por la ley.

  • Administrative Assistant

    2 days ago

    Annapolis, United States Celebration Villa of Manresa Full time

    At Priority Life Care (PLC), we believe everyone deserves dignity, compassion, and respect, including our coworkers. If you are looking to serve and make a positive difference in someones life and light the way in senior care you may be a fit for our committed, professional team. Priority Life Care is also a designated Great Place to Work! When you choose...

  • Administrative Assistant

    2 weeks ago

    Annapolis, United States Legal Aid Bureau Full time

    **Maryland Center for Legal Assistance (MCLA)** expands access to justice by providing free, compassionate, innovative, and high-quality legal services. Through comprehensive legal advice, education, and collaboration with community partners, we empower all people, regardless of means or background, to navigate the civil legal system with confidence. MCLA,...

  • Administrative Assistant

    1 week ago

    Annapolis, United States Weisman Electric Company Full time

    **ADMINISTRATIVE ASSISTANT** Weisman Electric Co. is seeking an Administrative Assistant for our Commercial Department. - **Job Duties Include...**_ - Answer multi-line phone systems - Provide excellent customer service to all customers - Data entry and scheduling in CRM (Service Titan) - Work with management and technicians to schedule inspections and...

  • Administrative Assistant

    1 week ago

    Annapolis, United States Anne Arundel Urology PA Full time

    Description: Provide high-level administrative support for member(s) of organizational leadership. Prepare documents and logístical plans to support department/division activities. Serve as an extension of leadership, supporting the preparation of minutes, reports, and responding to information requests. Perform routine administrative functions such as...

  • Administrative Assistant

    1 month ago

    Annapolis, United States Image Power Inc Full time

    Job DescriptionJob DescriptionBenefits:Bonus based on performancePaid time offBenefits/PerksCompetitive CompensationPaid Time OffCareer Growth OpportunitiesJob SummaryWe are seeking a motivated and outgoing Administrative Assistant to join our team. In this role, you will provide support to our office employees, ensuring they have all the information and...

  • Administrative Assistant

    1 month ago

    Annapolis, United States Image Power Inc Full time

    Job DescriptionJob DescriptionBenefits:Bonus based on performancePaid time offBenefits/PerksCompetitive CompensationPaid Time OffCareer Growth OpportunitiesJob SummaryWe are seeking a motivated and outgoing Administrative Assistant to join our team. In this role, you will provide support to our office employees, ensuring they have all the information and...

  • Administrative Assistant

    1 month ago

    Annapolis, United States Image Power Inc Full time

    **Benefits**: - Bonus based on performance - Paid time off **Benefits/Perks** - Competitive Compensation - Paid Time Off - Career Growth Opportunities **Job Summary** **Responsibilities** - Answer incoming phone calls and route them to the appropriate person - Schedule appointments and maintain a calendar - Organize meetings and take accurate minutes -...

  • administrator iii

    3 weeks ago

    Annapolis, Maryland, United States State of Maryland - DNR - Finance and Administrative Service Full time

    Introduction\rThis is a position specific recruitment for the Maryland Department of Natural Resources, Finance and Administrative Services. This recruitment will be used to fill current vacancies for the position and may be used to fill future vacancies in the same classification/function. Future vacancies may also be filled via other recruitments. The...

  • Administrative Assistant

    3 weeks ago

    Annapolis, United States St John's College Full time

    Job Purpose: To provide administrative and organizational support to the Human Resources and Finance Office. This is a temporary position from approximately May through August. Essential Duties and Responsibilities: - Assist in the recruitment efforts including job requisitions, postings, announcements, and coordinating interviews. - Input data in the...

  • Administrative Assistant

    2 weeks ago

    Annapolis, United States Heritage Harbour Community Association Full time

    Administrative Assistant for a large 55 and over Annapolis HOA to work with IT support, security, colendar mangement and other office duties. Must have good computer skills. M-F, 8:30 a.m. to 5:00 p.m. Benefits. Collect advertisements and checks for the Harbour Lights newsletter. Record in both an Excel spreadsheet and enter payments in QuickBooks. Collect...

  • Administrative Assistant/Marketing Assistant

    6 days ago

    Annapolis, United States Anne Arundel Urology Full time

    AA Urology is seeking a detail-oriented, self-motivated individual to work as the Administrative Assistant/Marketing Assistant to CEO, COO, and HR Generalist. The ideal candidate must be eager to learn, be creative, love challenges, and possess a pleasant disposition with excellent time management skills.Responsibilities:•Perform general administrative...

  • Administrative Assistant/Marketing Assistant

    5 days ago

    Annapolis, United States Anne Arundel Urology Full time

    AA Urology is seeking a detail-oriented, self-motivated individual to work as the Administrative Assistant/Marketing Assistant to CEO, COO, and HR Generalist. The ideal candidate must be eager to learn, be creative, love challenges, and possess a pleasant disposition with excellent time management skills. Responsibilities: •Perform general administrative...

  • Administrative Assistant/Marketing Assistant

    7 days ago

    Annapolis, United States Anne Arundel Urology Full time

    Job DescriptionJob Description AA Urology is seeking a detail-oriented, self-motivated individual to work as the Administrative Assistant/Marketing Assistant to CEO, COO, and HR Generalist. The ideal candidate must be eager to learn, be creative, love challenges, and possess a pleasant disposition with excellent time management skills.Responsibilities:·...

  • Receptionist/administrative Assistant

    2 weeks ago

    Annapolis, United States CNR Insurance Inc Full time

    Join CNR Insurance Inc, a leading insurance agency located in the beautiful city of Annapolis, Maryland. As a Receptionist/Administrative Assistant, you will play a crucial role in providing exceptional customer service and administrative support to our clients and team. At CNR Insurance Inc, we are committed to delivering outstanding insurance solutions...

  • Administrative Assistant

    2 months ago

    Annapolis, United States Educology Solutions Full time

    Job DescriptionJob DescriptionSalary: GENERAL JOB SUMMARY• Analyze and interpret data as it relates to DDA Administrative Services to include Operations, Fiscal, Appeals, Legislative Services and IT.• Assists the Program Manager with research, and compiles data at the direction of the Program Manager. Analyzes and interprets the data with the Director...

  • Administrative Assistant/Marketing Assistant

    7 days ago

    Annapolis, United States Anne Arundel Urology PA Full time

    Job DescriptionJob DescriptionDescription:AA Urology is seeking a detail-oriented, self-motivated individual to work as the Administrative Assistant/Marketing Assistant to CEO, COO, and HR Generalist. The ideal candidate must be eager to learn, be creative, love challenges, and possess a pleasant disposition with excellent time management...

  • Administrative Assistant/reception

    1 week ago

    Annapolis, United States Brothers Flooring Services, LLC Full time

    As an Administrative Assistant working directly with the owner on federal and government contracts, your role is crucial in facilitating smooth operations, managing administrative tasks, and supporting the owner in various capacities. This position entails a blend of secretarial duties, client interaction, and coordination of federal contract-related...

  • Receptionist/Administrative Assistant

    2 weeks ago

    Annapolis, United States CNR Insurance Inc Full time

    Job DescriptionJob DescriptionJoin CNR Insurance Inc, a leading insurance agency located in the beautiful city of Annapolis, Maryland. As a Receptionist/Administrative Assistant, you will play a crucial role in providing exceptional customer service and administrative support to our clients and team.At CNR Insurance Inc, we are committed to delivering...

  • Administrative Assistant/reception

    7 days ago

    Annapolis, United States Frankly Communicating, Inc Full time

    Job Overview: **Duties**: - Assist with day-to-day administrative tasks including insurance billing, sending plan of cares to doctor's offices, managing authorization and report writing schedules of the therapists - Answer and direct phone calls in a professional manner - Perform data entry and maintain accurate records - Coordinate appointments and...

  • Administrative Assistant- Membership Services

    3 weeks ago

    Annapolis, United States Ultimate Staffing Full time

    Administrative Assistant - Membership ServicesOur client located in Annapolis, MD has a DIRECT HIRE opportunity for an Administrative Assistant of Membership Services to join their team! The organization dedicated to serving its members and advancing their industry. The organization is committed to excellence, integrity, and fostering a collaborative and...