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Administrative Assistant

Company: Baker Electric
Location: Cypress
Posted on: June 16, 2022

Job Description:

Administrative Assistant

Baker Electric is excited to hire an Administrative Assistant for our LA office!

The Administrative Assistant for the Los Angeles office was designed with a primary responsibility of supporting field labor needs and a secondary responsibility of acting as the front desk representative, providing general administrative support for the office.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Communicate, schedule, and track field labor using Labor Chart Software
Maintain all field certifications in Labor Chart data base
Ensure Labor Chart and Spectrum are in sync and accurate
Understand and communicate Union compliance requirements (portability, ratios, prevailing wage, Davis Bacon, PLA, etc.).
Receive and process all incoming labor requests from Foreman, General Foreman and Superintendents
Review and finalize the routing and communication to field, payroll, and human resources
Support Superintendent, General Foreman and Foreman by providing administrative and clerical support, completing special projects, meeting preparation, job descriptions, change of status requests and field evaluations
Coordinate travel/premium rates with payroll for field employees
Coordinate quarterly Foremen Meetings and job site trainings
Maintain project manpower rosters
Coordinate with Sr. Labor Administrator on all badging requirements
Perform the day-to-day administrative tasks to support the LA office leadership team, which may include, calendaring, meeting set up, ordering meals or booking travel, drafting documents, etc.
Perform front desk tasks, such as, welcoming visitors and handling incoming mail
Answer incoming telephone calls with professionalism and courtesy, taking messages as needed
Assist staff members with shipping packages and sending and tracking certified mail, UPS, FedEx and courier services.
Maintain inventory and order office supplies
Support facilities needs by coordinating any facilities issues
Assist with the set up and onboarding of new office employees
Perform additional duties as requested by LA office leadership

EXPERIENCE, EDUCATION :
1+ year's administration experience with a small to medium sized company
Proven ability to provide excellent customer service and maintain strong professional relationships with employees and customers
High school diploma or general education degree (GED), some college a plus
Bilingual in English and Spanish is a plus

TECHNICAL COMPETENCIES:
Proficient skills in Microsoft Office, Outlook, and adobe software
Must demonstrate knowledge and skills in the effective use and applications of technology

BEHAVIORAL COMPETENCIES:
Ability to work effectively with diverse groups, and in a complex and matrix-driven organizational structure.
Must have ability to multi-task and prioritize effectively.
Must demonstrate attention to detail and ability to utilize resources, such as, internet research skills
Strong oral and written communication skills.
Ability to work both independently and cooperatively, exercise judgment and creativity, organize work, and meet deadlines.
Ability to maintain a high level of confidentiality.

WORK ENVIRONMENT / PHYSICAL DEMANDS :

Standard office environment. Individual will frequently be required to stand, walk, sit, talk, and hear. Occasionally may have to lift boxes full of materials for purposes of setup of programs, typically 25 pounds or less. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
ACKNOWLEDGEMENTS:

Baker Electric is an Equal Opportunity Employer. We encourage applications from all individuals regardless of race, religion, color, sex, pregnancy, national origin, sexual orientation, ancestry, age, marital status, physical or mental disability or status as a Special Disabled Veteran, Vietnam Era Veteran or other qualifying veteran, political affiliation or belief. Baker Electric is committed to building and maintaining an inclusive environment.

The information contained in the job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of duties performed by this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned by the Supervisor or his/her designee.

Keywords: Baker Electric, Cypress , Administrative Assistant, Administration, Clerical , Cypress, California

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