Front Desk / Administrative Assistant $17-$18 / Hour

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Located in Doral, FL

Salary: $17-$18 / Hour

Summary: The Front Desk/Administrative Assistant plays a crucial role in ensuring the smooth and efficient operation of the office by managing various administrative tasks. This position involves a combination of front desk responsibilities, administrative duties, and coordination of office functions. 

Key Responsibilities:  
• Warmly greet clients and foster a positive office atmosphere. 
• Manage lobby TV by turning it on/off as needed.
• Open daily mail and handle FedEx/UPS label creation.
• Track online packages and maintain a shipping/receiving log. 
• Oversee printer paper restocking and monitor coffee supplies.
• Conduct bi-weekly inventory of office and coffee supplies.
• Purchase and research office items, equipment, and supplies.
• Order monthly toner for copiers and Kip Plotter.
• Match, copy, and file invoices; process three-way invoice matching.
• Enter select invoices in Sage (Construction Labor, Shell, etc.).
• Assist in preparing AP invoices for bi-monthly payments.
• Create file folders for Contracts, Jobs, A/R, A/P, and PM.
• File daily: Accounts Payable, Accounts Receivable, Job File, PM File.
• Create weekly timecards; maintain an Excel log of hours and jobs.
• Obtain daily shop and field allocation sheets for employees.
• Review timecards, record absences, and enter into the system.
• Gather and input allocation sheets and timecards into Remote Time (RT) weekly.
• Scan payroll documents into the reception drive post-approval.
• Coordinate Waste Management and Safety-Kleen pickups as needed.
• Perform various administrative tasks, including word processing and filing.
• Assist in scanning and copying for Production Coordinator & Project Management.
• Organize and maintain both hard copy and electronic filing systems.
• Manage job applicant resumes and inquiries.
• Disinfect conference room after meetings.
• Maintain blank copies of Job Inquiry forms, Allocation Sheets, and Allocation Summary.
• Respond to phone and electronic communications, directing them appropriately. 
• Create and modify documents using Microsoft Office software.
• Schedule service calls for equipment and save delivery tickets in the purchasing drive.
• Scan and send organized material delivery receipts to accounting.
• Create Purchase Orders in Tekla and record jobsite schedules on Allocation summary sheet.
• Maintain a daily record of employee hours in an Excel spreadsheet  

 

Qualifications:
• Ba Proven experience in administrative roles.
• Proficient in Microsoft Office Suite.  
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Detail-oriented and capable of handling sensitive information.
• Familiarity with office equipment and procedures.  

This position requires a proactive and detail-oriented individual who can handle a diverse set of responsibilities in a dynamic office environment. 

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