Administrative Operations Assistant

2 weeks ago

Escondido, United States Bristol Bay Construction Holdings LLC Full time

Herman Construction Group, a subsidiary of Bristol Bay Construction Holdings LLC, is seeking a highly organized and proactive Administrative Operations Assistant to manage office operations effectively. The ideal candidate will be able to handle a wide range of administrative tasks with efficiency and professionalism.


This position is onsite in Escondido, CA.

Compensation:

$30 - $35 hourly DOE

Responsibilities:

The essential duties and responsibilities are intended to present a descriptive list of the range of duties performed in this position and are not intended to reflect all tasks performed within the job. Other duties may be assigned. 

        

  • Maintain the reception area, greet guests, open mail, and answer a multi-line phone system.
  • Manage email correspondence, ensuring timely responses and prioritizing important messages.
  • Coordinate meetings, appointments, and conference calls.
  • Assist in booking travel arrangements, accommodations, and itineraries.
  • Prepare and submit expense reports, ensuring accuracy and adherence to company policies.
  • Act as an interdepartmental liaison, conveying messages and facilitating communication as needed.
  • Coordinate with various departments to gather information, documents, or reports.
  • Oversee office operations and ensure smooth day-to-day functioning.
  • Manage office supplies, equipment, and inventory, ensuring adequate stock levels and making procurement decisions when necessary.
  • Coordinate office maintenance, repairs, and facilities management tasks.
  • Assist in drafting, reviewing, and managing contracts, agreements, and other legal documents as required.
  • Coordinate the maintenance, servicing, and scheduling of company vehicles.
  • Manage fleet-related documentation, including registrations, insurance, and inspections.
Qualifications:

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


  • Proven track record of providing high-level administrative support to C-suite executives, including managing their calendars, travel arrangements, and communications.
  • Exceptional organizational and multitasking abilities, with a keen attention to detail.
  • Proficiency in office management software (e.g., Microsoft Office Suite) and familiarity with email scheduling tools.
  • Strong interpersonal and communication skills, with the ability to interact effectively with individuals at all levels.
  • Experience in managing confidential information and maintaining discretion.
  • Knowledge of contract management processes and basic legal principles is a plus.
  • Ability to make sound decisions independently, prioritizing tasks effectively and handling multiple responsibilities simultaneously.
  • Exceptional written and verbal communication skills, with the ability to communicate effectively with internal and external stakeholders.


Required (Minimum) Qualifications:


  • High School Diploma
  • 3 years or more experience in providing support to C-suite executives


Physical Requirements:


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Employees must always maintain a constant state of mental alertness. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Essential and marginal functions may require maintaining physical condition necessary for bending, stooping, sitting, walking, or standing for prolonged periods of time; most of time is spent sitting in a comfortable position with frequent opportunity to move about. Work is mostly performed from a sedentary posture. The employee is regularly required to hear, talk, sit, and use hands and fingers to operate a keyboard and phone. The employee may be occasionally required to reach with hands and arms and lift, handle, or move objects weighing up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust vision. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Some modest local and distant travel via automobile or airplane may be required to support departmental or organizational functions or objectives.


Work Environment:


Work environment characteristics described here are representative of those that must be borne by an employee to successfully perform the essential functions of this job. 


The job is performed in an office setting with exposure to computer screens and requires extensive use of a computer, keyboard, mouse, and multi-line telephone system. The work described herein is primarily in a modern office setting. Occasional travel may be required.


As a condition of employment, you will be required to pass a pre-employment drug screening (post-accepted offer) and have acceptable background check results. If applicable to the contract, you must also obtain the appropriate clearance levels required and be able to obtain access to military installations.


We are an equal-opportunity employer. All applicants will receive consideration for employment, without regard to race, color, religion, creed, national origin, gender, or gender identity, age, marital status, sexual orientation, veteran status, disability, pregnancy or parental status, or any other basis prohibited by law.


We participate in the E-Verify Employment Verification Program. We are a drug-free workplace.

About Company

Bristol Bay Construction Holdings LLC (BBCH) is a holding company of Bristol Bay Native Corporation (BBNC), an Alaska Native Corporation. The BBCH family of companies includes 8(a), small, and large businesses operating under the Aerostar, CCI, CSI, Herman, and SES brands.

The vision of BBCH is to be the best value companies and employers of choice, recognized for our dedication to our unity of purpose, values, employees, clients, and shareholders. For three decades, our best-value companies have provided federal and commercial clients with superior quality and cost-effective, innovative, and sustainable solutions for construction, restoration services, civil works, fuels systems, environmental services, and facility support services / professional services. BBCH gives hiring, promotion, training, and retention preference to BBCH shareholders, shareholder descendants, and shareholder spouses who meet the minimum qualifications for the job.

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