Office Administrative Assistant

**No recruiters please

Admin position for our small satellite Santa Clara office in the Bay Area. (Our corporate headquarters is located in the Sacramento area.)

Job Description:

OFFICE ASSISTANT (Bay Area)

Job Summary:

The Office Assistant (OA) to the Bay Area Office assists the Chief Operating Officer (COO) by providing administrative support to the PXs, Project Managers, Project Engineers and Senior Management Team, as needed.

The primary goal of the OA is to provide organized, timely and quality administrative support to the Company. The OA must be efficient, proficient and competent in all administrative functions. The OA is primarily responsible for keeping the Bay Area office running as smoothly as possible, including providing phone support, mail distribution and assistance with day-to-day business tasks.

Primary Duties and Responsibilities:

• As TPC's front office person, greet and receive visitors upon arrival.
• Answer all incoming phone calls by the third ring.
• Forward messages from the general delivery mailbox on the phone system every hour.
• Process daily mail: receive, date-stamp, sort and distribute all incoming mail, billings and deliveries.
• Assist office staff with preparing mailing (postage) and shipping (FedEx, USPS, and UPS). Drop packages off to delivery carrier as needed.
• Add postage to Pitney Bowes mail machine as required.
• Keep copy machines stocked with copier paper. Oversee the functionality and service required of main office copiers.
• Keep front work area clean & orderly and stocked with supplies.
• Keep office supply closet and kitchen clean & orderly.
• Monitor and maintain the inventory of office supplies, janitorial supplies, copier toner, and kitchen supplies.
• Assist Project Executives (PX), Project Managers (PM) and Project Engineers (PE) as requested.
• Assist COO with various tasks as required (data entry, phone calls, copying, lunch planning, organization, etc.)
• Restock bathroom supplies as needed.
• Perform any other administrative tasks, as requested.

Skills and Educational Requirements:

• Minimum 3 years experience in administrative positions and/or equivalent education. Previous construction experience preferred.
• Typing of 45 wpm minimum with accuracy.
• Basic knowledge of Microsoft Word and Excel.
• Able to efficiently utilize the Internet, email, and complete online shipping orders.
• Basic knowledge of office equipment: phones, copy machines, mail meter machine.
• Demonstrates strong verbal and written communication skills.
• Demonstrates a positive attitude under time constraints, multiple assignments, and changing job priorities.
• Works well in a team setting, as well as works with minimal supervision.
• Completes responsibilities on time, with appropriate follow-up and status updates.
• Motivated to learn new skills and technology, thereby increasing efficiency & effectiveness.

Working Conditions:

• This position is generally assigned to a Monday-Friday workweek between 8:00 a.m. to 5:00 p.m. but times may vary.
• This position is non-exempt and subject to overtime pay per TPC Employee Handbook.
• This position requires adherence to daily 30 min meal and (two) 10 min rest periods.
• Must work independently during majority of work hours.
• Requires regular and frequent computer use at designated workspace.
• Must be compliant with the the TPC Substance Abuse Policy.
• Must adhere to all applicable TPC Policy and Procedures.
• Must adhere to the TPC Injury & Illness Prevention Plan.