Job Description

SUMMARY OF POSITION:

The Administrative Assistant is responsible for supporting all administrative functions for multiple departments/teams including Field Operations, Accounting, Production, Customer Service, and Human Resources. The Administrative Assistant will serve as the point of contact via receptionist/general office duties and be a helpful and positive presence in the workplace. The Administrative Assistant will act as a liaison between Field team members, Company Management, and office staff.

RESPONSIBILITIES:

• Answer telephone calls, take messages, meet and greet incoming visitors, clients, and vendors.
• Forwarding potential client's information to office personnel.
• Handle incoming/outgoing mail/deliveries for office (U.S. Mail, FedEx, UPS).
• Log all incoming checks before handing to Accounts Receivables (A/R).
• Responsible for reviewing, updating, auditing, and approving employee timecards via Paychex Flex timekeeping system.
• Manage Personal Protective Equipment (PPE) request forms process (i.e., ordering, inventory, distribution of PPE), working with Foremen and/or Supervisors.
• Manage office supplies, tools, and/or equipment tracking/ordering for office and/or yard (Varna).
• Responsible for Fleet Management (i.e., DMV registrations, schedule/coordinate work order requests for Company vehicle maintenance and/or DMV requests).
• Maintain logs (i.e., Company directory, fleet, Company vendor passwords/websites).
• Assist Human Resources department, as necessary, with coordination of new hire/safety orientations, employment application distribution, trainings (i.e., driving course, sexual harassment), and team-building events.
• Coordinate work order requests with external vendors, as necessary.
• Handle set up of office telephones, iPhones and/or iPads.
• Manage building maintenance requests for office and/or yard (Varna).
• Request IT support for office/equipment.
• Set up Company network/e-mail accounts for office and/or field crew.
• Update Calendar for Management/office.
• Maintain customer confidence, protecting operations by keeping information confidential.
• Create regular status reports regarding progress on projects.
• Conduct preliminary research on a variety of topics.
• Forge and foster successful working relationships with internal and external customers.
• Ensure consistent and efficient interaction with all employees across the Company.
• Provide special project leadership and support as needed.
• Demonstrate poise and tact under pressure and handle matters with sound judgement and confidentiality.
• Perform other duties as assigned.

QUALIFICATIONS AND EXPERIENCE:

• Two (2) to three (3) years of professional work history.
• One (1) or more years of experience in providing executive-level administrative support to executives.
• Knowledge of acceptable safe work practices including wearing the necessary personal protective equipment (PPE).
• Proactive self-starter, achieving high productivity with strong attention to detail; ability to work independently with little instruction; coordinate and prioritize multiple tasks, set deadlines, and complete projects in a timely manner is required.
• Demonstrate the highest level of professional and ethical conduct.
• Positive, tenacious attitude.
• Strong verbal and written English communication skills.
• Ability to work in a fast-paced and sometimes unpredictable environment; works well under pressure and tight deadlines.
• Ability to consistently apply good judgment and make good decisions.
• Ability to always maintain confidentiality and discretion.
• Proven analytical and problem-solving abilities.
• Organized with a proven ability to juggle multiple projects at once.
• Experience managing complex project/event logistics.
• Some local travel - up to 25%.
• Must possess a valid California Driver's License.
• The requirements and duties listed are representative and not exhaustive of the knowledge, skill, and/or abilities required.

TECHNICAL SKILLS:

• Ability to comfortably work with software and apps on a desktop, iPhone, and/or iPad.
• Highly proficient with Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Extensive knowledge of office administration and clerical procedures.
• Quick learner and ability to figure things out on your own.

LANGUAGE SKILLS:

• Ability to communicate effectively in English (oral and written).
• Ability to read and comprehend instructions and information to effectively execute and achieve results.
• Bilingual in Spanish is a plus.

EDUCATION:

• High school diploma or the equivalent (GED) required.
• An equivalent combination of skills, education, and experience may be considered.

COMPETENCIES:

• Professionalism : As it relates to how you carry yourself among fellow co-workers and customers.
• Communication : Strong, effective communication skills to interact with co-workers, Management, clients, vendors, and/or visitors. Communication skills include listening skills, verbal and written communication skills and client relation skills.
• Collaboration : Incorporate teamwork, mutual respect, active engagement, cooperation and client focus.
• Accountability : Initiative to take ownership of responsibilities, the ability to prioritize and the working knowledge and skills to take action.
• Problem Solving : Blends problem solving skills, judgement and decision-making skills along with creativity and resourcefulness.
• Ethical standards : High ethical standards in how you go about and perform your work always taking into consideration what's best for the customer, their property, and the company.
• Customer service and satisfaction : Adhere to the philosophy that customers are # 1 and are the livelihood of Crestview Landscape, Inc. Strong sense of customer service and satisfaction.
• Attention to detail : High level of detail and a focus on the little things that make a big difference.
• Trust and demeanor : Ability to foster positive and solid relationships with clients to establish rapport, trust, and confidence. Possess a quality demeanor and the ability to be levelheaded and calm in all situations.

PHYSICAL DEMANDS:

While performing the duties of this position, the employee is regularly required to stand, walk, and sit for extended periods of time, in a standard office work environment. The position also requires the ability to lift up to 20 lbs., unaided.
DIRECT REPORTS:

None

Job Tags

Local area, Gangs, Flexible hours,

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