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Administrative Coordinator

2 months ago

Concord, California, United States Human Bees Full time
Job Summary

Job Overview:

The Administrative Assistant will provide administrative support to ensure the efficient operation of the office. This role will assist managers and employees, coordinate daily office needs, and manage general administrative activities.


Key Responsibilities

Administrative Support:

  • Perform various administrative tasks delegated by the direct manager.
  • Answer phone calls and transfer to the appropriate staff member.
  • Set a positive tone for the office in all interactions.
  • Coordinate company events and meetings with the Administrative Support Team.
  • Monitor company distribution emails and respond or forward as needed within 24 hours.
  • Oversee facility needs, report deficiencies to the Administrative Director, and coordinate with maintenance service providers as requested.
  • Order office supplies to maintain inventory and ensure supplies never fall below a set minimum.
  • Maintain the internal company contact list.
  • Provide general support to visitors.
  • Provide incoming mail to the Administrative Director for review before distribution.


Corporate Support:
  • Perform various administrative tasks delegated by a Corporate Officer.


Project Support:
  • Update the Active job lists, the Active Job and Closed Job Electronic files, and cloud files.
  • Coordinate with all departments to verify ongoing project status in each department.
  • Maintain appropriate insurance for projects, working with insurance brokers and clients.
  • Process paper filing, scanning, printing, copying, emailing, and e-saving of project files as needed.
  • Coordinate travel on behalf of employees as needed for work outside of the region.
  • Coordinate job starts with Contract Specialist, Design, and Project Coordinators.
  • Provide documentation for active projects to required departments.


Information Technology Support:
  • Work with computer and software service providers.
  • Work with phone and data service providers as needed.
  • Train employees in both software and hardware when able.
  • Arrange for outside service when necessary.


Requirements

Education and Experience:

  • High School diploma; additional qualification as an Administrative Assistant or Secretary would be a plus.
  • Preferred experience in construction or related field.


Skills and Abilities:
  • Good written and verbal communication skills.
  • Good problem-solving skills.
  • Strategic thinker.
  • People skills.
  • Organizational skills.


Physical Requirements:
  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to lift 15 pounds at times.


Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.


Pay and Work Schedule:

Pay: $19 to 24

Work Schedule and Location: Monday through Friday 7:30 AM to 4:00 PM or as business needs dictate.

About Human Bees:

We are a nation-wide recruiting company specialized in placing engineers, IT professionals, manufacturing personnel, and administrative/professional support. We have been in business since 2012. We are customer-focused not internally focused. Our goal is to build a mutual winning partnership. We are continuously working on building a passionate team to always go above and beyond what the customer expects. That customer is our client and the individuals we place to work every day.


  • We adhere to honesty, sincerity, and sound morals.
  • We respect and value our candidates, clients, and co-workers.
  • We believe in our work's purpose and are driven to help job seekers and businesses be their best.
  • We continually strive to grow, learn, and improve.