Administrative Specialist

3 weeks ago

Oceanside, United States California Fire Stop, Inc. Full time

**About us**

Join our dedicated team, a leading firestopping company committed to safety, quality, and excellence in every project. Specializing in fire protection solutions, we take pride in our innovative approach and unwavering commitment to client satisfaction. As we continue to expand our operations, we are seeking an Administrative Specialist to provide vital support to our Controller in a fast-paced environment encompassing various administrative tasks across multiple departments.

**Key Responsibilities**:

- Provide comprehensive administrative support to the Controller across departments, including but not limited to Human Resources, Accounting, and general administrative tasks.
- Assist with employee onboarding/offboarding, benefits administration, and other HR functions, ensuring accuracy and compliance with company policies.
- Process accounts payable and accounts receivable transactions in QuickBooks Desktop and Online, reconciling financial reports as needed amidst the high-paced workflow.
- Coordinate with vendors, suppliers, and subcontractors to manage invoices, payments, and purchase orders efficiently within the fast-paced setting.
- Manage electronic documents and files using Dropbox, ensuring accessibility and organization for team members amidst the rapid flow of tasks.
- Conduct research, gather data, and prepare reports to support decision-making processes and strategic initiatives within the high-paced environment.
- Collaborate with team members to streamline administrative processes and improve overall efficiency within the rapidly changing landscape.

**Qualifications**:

- Five years of hands-on administrative experience, ideally with a background in or exposure to Human Resources and Accounting departments.
- Proficiency in QuickBooks Desktop and Online.
- Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Experience with Dropbox or similar cloud-based file storage platforms.
- Excellent organizational skills and attention to detail, essential in managing multiple tasks within a high-paced environment.
- Ability to prioritize tasks, manage time effectively, and meet deadlines amidst the fast-paced workflow.
- Strong communication and interpersonal skills, adaptable to the dynamic nature of the environment.
- Problem-solving abilities and a proactive approach to addressing challenges within the rapid pace of operations.
- High level of discretion and confidentiality when handling sensitive information.
- Flexibility to adapt to changing priorities and responsibilities within the dynamic work environment.

Pay: $25.00 - $28.00 per hour

Expected hours: 40 per week

**Benefits**:

- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance

Schedule:

- 8 hour shift

Work Location: In person

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