Administrative Assistant I

Howard R. Green Company Corona , CA 92882

Posted 2 months ago

For more than 100 years, HR Green has been dedicated to providing the services that our clients need to achieve success. We collaborate across geographies and markets to provide the engineering, technical, and management solutions that connect and shape communities. Privately held and employee-owned, we are committed to the success of clients and the well-being of our employees. Currently we are seeking an Administrative Assistant to join our team in the Corona, California

area.

Our highly regarded and comprehensive benefits program covers what you need: health/dental/vision insurance, 401K with company match, Paid Time Off, AND what you want: Professional Development, paid parental leave, annual paid volunteering time, work- life balance scheduling options, and fitness program reimbursements.

If you are looking be part of a culture that embraces and celebrates high performance, get the conversation started by applying today!

SUMMARY

The Administrative Assistant is primarily responsible for covering receptionist, mailroom and other administrative areas and performs administrative support for assigned personnel.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Office Operations

  • Receives and prioritizes telephone calls, business visitors, and incoming mail; routes mail and inquiries to proper personnel. When needed runs to the post office or UPS to process last minute time sensitive packages.

  • Coordinates the office lobby area and conference room(s), maintains outlook calendars for rooms, go-to-meeting conference calls, and necessary meeting equipment.

  • May prepare materials for departmental meetings.

  • Assists with meeting preparations, including but not limited to preparing copies of handouts, logging into computer to connect to

GoToMeeting, Conference calls and projector, taking notes, ordering or picking up and setting up food and drinks and cleanup

afterwards.

  • Greets and directs all visitors, including vendors, clients, and job candidates.

  • Interacts with courier companies, receives, signs for & distributes deliveries.

  • Ensures completion of sign-in and security procedures.

  • Operates manual and electronic mailing equipment, manages postal and courier accounts.

  • Monitors stock of office supplies, break room for supplies and cleanliness of common office areas.

  • Assists Site Manger as needed with building issues and event planning

  • Operates, troubleshoots and coordinates repair of office equipment such as printers and copiers.

  • Coordinates travel for departmental personnel; may include coordinating with rental car companies regarding car return & pickup.

  • Maintains current database of client/contact address, phone, fax, e-mail.

  • Composes routine letters, memorandums, and recurring reports for appropriate signatures.

  • Under general direction, compiles data from numerous sources and produces summary reports as required.

  • Interfaces with departmental personnel concerning routine reporting and exchange of information requiring minimal interpretation to proper personnel.

  • Establishes, maintains, and revises departmental files and readily identifiable control files for matters in progress.

  • Works cooperatively with other administrative staff to ensure site/department administrative needs are met efficiently. Provide back up when other site Administrative staff are out of the office at client site, sick, or on vacation.

Project Support

  • Meets billable hour targets assigned by company by providing support for ongoing client projects.

  • Sorts and prepares documents for imaging or scanning and verify document accuracy with indexes as well as create electronic copies

of documents including but not limited to plan check, proposals, engineering reports, specification documents, and drawings.

  • Oversees shop drawing process to ensure appropriate log in/log-out procedures are followed, if applicable to region.

  • Maintains database record of archived files.

  • Proofreads typed data ensuring proper spelling, punctuation, and grammar usage; may perform minor document revisions to ensure clarity.

  • May provide support to other departments such as Marketing, Human Resources, Accounting, and IT.

EDUCATION/EXPERIENCE

Associates Degree preferred but not required, plus one to three years of administrative support experience, or equivalent combination of education and experience. Must possess strong working knowledge of Microsoft Word, Excel and PowerPoint.

CERTIFICATES, LICENSES, REGISTRATIONS

Current valid driver's license and insurance will be needed to run office errands. Mileage will be reimbursed through expenses.


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Administrative Assistant I

Howard R. Green Company