Office Assistant (Construction Experience)

Ultimate Staffing Services is actively seeking an Office Assistant/PM Assistant for an esteemed client in California. The role involves providing a wide range of administrative and office support, ensuring smooth operations and maintaining high standards of organization.

Responsibilities

• Serve as a backup for the receptionist, including covering breaks and lunch periods, and executing all Receptionist duties.
• Provide scheduled PTO coverage for phones until 5:00 PM.
• Support administrative tasks such as data entry, preparing documents, and tracking databases as assigned by management.
• Close out Estimator and PM Books/Archiving and file all job-related paperwork.
• Operate standard office equipment including postage machines, copiers, printers, and computers.
• Prepare files/documentation for job audits and conduct a full audit of files when a project is closed and prior to archiving.
• Draft meeting minutes, cost estimates, and miscellaneous project correspondence.
• Perform other administrative duties as assigned to support company operations.

Requirements

• High school diploma.
• 2-5+ years of experience in the construction industry preferred.
• Knowledge of administrative and clerical procedures, including word processing and managing files and records.
• Basic computer skills in Word, Excel, Outlook, PDF, and scanning.
• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Professional demeanor with strong communication and interpersonal skills.
• Team-oriented and able to collaborate effectively across departments.
• Reliable, punctual, and adaptable to changing priorities.

Schedule

The work schedule is Monday through Friday, from 8:00 AM to 4:30 PM with a 30-minute lunch break. If the receptionist is on scheduled PTO, the work hours extend to 5:00 PM with a one-hour lunch break.

Pay

$20 per hour.

Benefits

• Stable work environment with opportunities for growth and development within the company.
• Approximately 0% travel time required.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.
• Must be able to access and navigate each department at the organization's facilities.