Administrative Assistant at FlatironDragados in San Leandro, CA

Overview:

Are you seeking an integral role in office operations? As an Administrative Assistant, you will be the cornerstone of our team, managing data entry, addressing employee inquiries and coordinating office activities. Your efforts will directly contribute to the smooth functioning of our project or district office.

 

You will collaborate with industry experts and committed teams who value individuality and recognize achievements.

 

Apply now and transform your career with us.

What you will be doing:

• Monitor, operate and update information in web-based communication platforms between contractor, clients, subcontractors and vendors to ensure timely flow of information between entities.
• Maintain and audit electronic logs, records and data sets for project office and department needs, daily work hours and billings, change orders, correspondence, material and trucking, sustainability, and training.
• Leverage AI tools and agents to improve team documentation processes, and support project team in learning and development of AI process improvements.
• Compile and process for approval various contract, subcontractor and vendor billing information. Compile and audit change order proposal documents prior to submission.
• Coordinates asset distribution and tracking for assigned employee group or project.
• Maintains conference room and facility cleanliness and preparedness. Monitors conference room bookings and assists office staff reserving and coordinating meetings and catering.
• Maintains company and business contact information, seating and event calendar documents.
• Assists with service requests and maintenance on office communication technology, including multi-function printer copiers, I-pads, postage metering and specialty shipping vendor portals.
• Performs a variety of clerical duties, including scanning paper originals and saving as electronic files, making copies, typing memos, correspondence, reports and other documents as directed.
• Collects, sorts, date stamps and distributes mail to office personnel and shipping mail to other location staff as needed.
• Orders office supplies, stationary and staff business cards, as directed by manager.
• Maintains knowledge of Company’s values and strategic plan.
• Performs additional assignments per management’s direction

What we are looking for:

• High School Diploma or GED required.  

• 3+ years related administrative experience on a construction project or other operations required.  
• Experience coordinating diverse types of information across multiple groups and teams required.

• Advanced knowledge of construction industry and project business procedures.  
• Advanced ability to work in MS Office Suite, including Word, PowerPoint and Excel required.
• Advanced skills and ability to work with excel and web-based data sets required.
• Strong skills in pdf document preparation including bookmarking, markups, and compilation.
• Developing knowledge of AI practices for documentation process improvement.
• Proven initiative, organization and self-prioritization required.
• Friendly disposition and customer service attitude required.
• Able to travel between assigned project sites as needed.

Why work for us:

Some of the benefits you may be eligible for as an employee are:

• Comprehensive compensation package and paid time off program
• Industry leading 401(k)/RRSP
• Medical/Extended Health Care, Dental, Vision and/or Provincial Medical
• Wellness benefits & Employee Assistance Program
• Tuition Reimbursement Program

We are an EEO/ADA/Veterans employer.

Salary Min: USD $30.00/Hr. Salary Max: USD $35.00/Hr.