Senior Office Assistant/Administrative Manager

Job TitleSenior Office Assistant/Administrative Manager

Job Description

Senior Office Assistant/Administrative Manager:

Provides administrative, secretarial and clerical support at LA office to maintain an efficient office environment.

Main Job Duties and Responsibilities:

• General administration of site: provide administrative assistance to management, respond to daily emails, creating and submitting expense reports, ordering and maintaining office supplies; taking meeting minutes

• Manage phones, including logging calls, taking messages and transfer to the appropriate staff member

• Greet customer and 3rd party and direct them to the correct staff member

• Coordinate courier service, mail distribution.

• Monitor incoming emails and answer or forward as required

• Maintain office filing and storage systems

• Update and maintain internal staff contact lists

• Co-ordinate and maintain staff administrative records such as staff parking passes

• Type documents, reports and correspondence

• Assist with event planning and implementation

• Monitor and maintain office supplies

• Perform work related errands as requested such as going to the post office and bank

• Maintain invoices recording keeping for customer monthly billing

• Maintain parts spending by cataloguing each purchase, report as requested

• Keep office area clean and tidy

• Track site vehicle maintenance, including regulatory inspections, repairs and certifications

• Assist Management in general tasks, including but not limited to generating reports, presentations, securing subcontractors

• Generate Project Orders requests and new vendor set-up

• Participate in weekly team meeting

• Backup to Project Coordinator for current project. Assists with tracking of RFI’s and submittals for the project.

Basic Qualifications:

• High School Diploma or GED certificate

• Administrative or office management experience

• Experience handling multiple tasks in a high energy office environment

• MS Office (Word, Excel, PowerPoint)

Preferred Qualifications:

• Experience in support of engineering/construction projects.

• File Maker Pro a plus

• Verbal and written communication skills

• Problem solving ability

• Attention to detail

• Must be punctual, dedicated, and responsible

Skills:

• Flexibility

• Accuracy

• Reliability

• Teamwork

Working hours Monday- Friday 8:00 am – 5:00 pm  

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. This is a full-time, non-exempt position, eligible to receive an hourly rate and to participate in an annual performance bonus program. The salary range listed represents the maximum and minimum starting base pay for this position as of the time of posting. Final salary offered will be determined based on factors including but not limited to the candidate's skills and experience. The annual performance bonus program is preset and not candidate dependent.

Salary range: $49,500- $54,000

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Vanderlande is an equal opportunity/affirmative action employer. Qualified applicants will be considered without regards to race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.