Administrative Operations Coordinator
1 week ago
BBSI - San Jose is seeking an experienced Office Administrator to join our team. This role plays a crucial part in ensuring the efficient day-to-day operation of our office.
This position requires a proactive, detail-oriented individual who can handle a variety of administrative tasks, manage office logistics, support project managers, and contribute to the overall growth of the company.
Key Responsibilities- Manage daily office operations, including answering phones, managing emails, handling correspondence, and filing documents.
- Assist with scheduling meetings, coordinating appointments, and managing calendars for the team and subcontractors.
- Maintain project files, assist with permit applications, track project timelines, and provide support to project managers and site supervisors as needed.
- Process invoices, manage accounts payable and receivable, track expenses, and support payroll processing.
- Act as the first point of contact for clients, subcontractors, and vendors. Maintain a professional and positive image of the company.
- Manage office supplies inventory, ensure equipment is maintained, and coordinate any necessary repairs or services.
- Ensure compliance with local, state, and federal regulations, maintain company records, and assist in preparing reports for management.
- Assist in recruiting, onboarding, and maintaining employee records, including time tracking and vacation requests.
- Proven experience as an Office Manager, Administrative Assistant, or similar role, preferably in the construction industry.
- Strong organizational skills with the ability to multitask and prioritize workload effectively.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and bookkeeping software: QuickBooks.
- Familiarity with basic accounting principles and bookkeeping experience.
- Ability to work independently and as part of a team in a fast-paced environment.
- Strong attention to detail and problem-solving skills.
- Knowledge of local building codes, permitting processes, and compliance requirements is desirable.
- Competitive hourly rate between $22.00-$25.00 per hour.
- No less than 20 hours per week.
- Full-time or Part-time schedule available.
- Day shift, Monday to Friday.
- Health insurance benefits available.
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