Responsibilities:
General Office:
Serve as Front Desk/Reception; answering phones
Mail/Deliveries - incoming and outgoing
Maintain upkeep of front office/kitchen/conference room
Maintain inventory, including ordering, of office and kitchen supplies for Hayward and San Jose offices
Keep copier/scanner email accounts updated
Order lunches/snacks for Hayward and San Jose offices
Assist in LLB/DB production as needed
Admin Assistant:
Respond to prelien requests
Obtain all insurance certificates and renewals
Update Current Projects to track master sub contracts, work authorizations and insurance. Send work authorizations and master subcontracts via docusign. Send executed contracts back to subs.
Upload executed work authorizations and executed master subcontracts to GCPay and verify compliance. Work Authorizations get saved to current project job folders under subcontracts folder. Executed Master subcontracts get saved
Track sub GL insurance and Workers comp exp date, upload to GC Pay, and Vista, confirm expiration date and verify compliance. Save to job folder and master subcontract folder.
Verify each insurance cert should be job specific and include job , project name and address.
Database management and tool tracking for Superintendent containers
DMV registration renewals
Other administrative tasks, as requested.
Qualifications:
Minimum of 2 years of administrative or office coordination experience, preferably in the construction industry.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment; experience with DocuSign is highly desirable.
Strong organizational skills with the ability to multitask and meet deadlines.
Attention to detail and accuracy in data entry and document management.
Excellent written and verbal communication skills.
Professional and friendly demeanor with strong customer service skills.
Self-motivated and capable of working independently as well as part of a team.
Willingness to work on-site at the Hayward office, with occasional support for the San Jose office.
- Ability to handle confidential and sensitive information appropriately.