Administrative Support Specialist

2 weeks ago

Alameda, California, United States Saarman Construction Full time
Job Title: Front Office Administrative Assistant

We are seeking a highly organized and self-motivated Administrative Assistant to support multiple departments and ensure the efficient day-to-day operation of our office.

Key Responsibilities:
  • Answer and direct phone calls, ensuring timely and professional communication with clients and colleagues.
  • Organize and schedule appointments, meetings, and company events, ensuring seamless coordination and minimal disruptions.
  • Prepare and distribute email, correspondence, memos, letters, faxes, and forms, maintaining a high level of accuracy and attention to detail.
  • Assist in the preparation of regularly scheduled meetings and reports, providing critical support to our team.
  • Develop and maintain electronic and paper filing systems, ensuring easy access to important documents and records.
  • Update and maintain office procedures, ensuring compliance with company policies and industry standards.
  • Order office supplies and research new deals, vendors, and suppliers, optimizing our resources and budget.
  • Maintain contact and birthday lists, ensuring timely communication and appreciation for our team members and clients.
  • Maintain Safety Records, ensuring a safe and healthy work environment.
  • Book travel arrangements, submit and reconcile expense reports, and provide general support to visitors, ensuring a seamless experience for our clients and colleagues.
  • Act as the point of contact for internal and external clients, providing exceptional customer service and support.
  • Act as the point of contact for facility needs and concerns, ensuring a well-maintained and functional workspace.
  • Manage our janitorial service, ensuring our facility is clean and well-maintained.
  • Escalate services needed and help get quotes for vendors when required, ensuring optimal resource allocation and budget management.
  • Liaise with executives and senior administrative assistants to handle requests and queries from senior managers, providing critical support to our leadership team.
  • Support Human Resources with translation needs, onboarding, setting up job fairs, open enrollment, employee events, and special projects as needed.
  • Support Human Resources with HRIS administration, ensuring accurate and timely data management.
Requirements:
  • Proven experience as an administrative assistant, with a strong track record of delivering high-quality results.
  • An understanding of how to be personable and approachable while maintaining confidential information.
  • Knowledge of office management systems and procedures, with a focus on efficiency and productivity.
  • Working knowledge of office equipment, including printers and fax machines.
  • Proficiency in MS Office, particularly MS Excel and MS PowerPoint.
  • Excellent time management skills and the ability to prioritize work effectively.
  • Attention to detail and problem-solving skills, with a focus on delivering high-quality results.
  • Excellent written and verbal communication skills, with a focus on clear and concise communication.
  • Strong organizational skills, with the ability to multi-task and manage competing priorities.
  • Ability to make good judgments and maintain confidentiality when required.
  • A positive attitude, with a focus on delivering exceptional results and supporting our team.

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