Burca Elevator & Metal Works Inc. is seeking an Assistant Office Manager to support the day-to-day administrative and operational needs of the company. This role plays an important part in keeping the office organized and running efficiently while helping coordinate communication between management, customers, vendors, project managers, and other departments.
The ideal candidate is dependable, organized, proactive, and detail-oriented, with the ability to manage multiple responsibilities and shifting priorities in a fast-paced environment. We are looking for someone who takes initiative, follows through on assigned tasks, communicates effectively, and handles confidential information with professionalism and discretion.
This position requires someone who is comfortable working independently while also collaborating closely with different areas of the company. Strong communication, organization, follow-up, and problem-solving skills are essential for success in this role.
Essential Duties and Responsibilities:
- Assist the Office Manager with daily office operations and administrative activities.
- Answer, screen, and direct telephone calls, emails, visitors, and general inquiries.
- Prepare, review, organize, scan, and maintain company documents and electronic records.
- Assist with correspondence, reports, spreadsheets, presentations, forms, and internal announcements.
- Maintain accurate customer, vendor, project, and administrative files.
- Coordinate meetings, appointments, calendars and conference rooms.
- Assist with purchase orders, invoices, receipts, expense records, packing slips, and vendor documentation.
- Contact vendors to request pricing, delivery information, certificates, or other required documents.
- Assist with monitoring office supplies and placing orders when authorized.
- Receive, sort, distribute, and prepare incoming and outgoing mail and packages.
- Support project documentation, scheduling, job folders, permits, closeout documents, and customer records.
- Maintain calendars and track administrative deadlines, renewals, inspections, meetings, and document expiration dates.
- Assist with data entry and record updates in company drive and administrative systems.
- Maintain the cleanliness, organization, and professional appearance of the office and common administrative areas.
- Provide coverage for the Office Manager when necessary.
- Identify administrative problems and promptly communicate them to the appropriate manager.
- Perform additional job-related duties as assigned.
Required Qualifications:
- High school diploma or equivalent required.
- Associate degree in business administration, office management, accounting, or a related field preferred.
- At least two years of administrative or office support experience preferred.
- Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
- Ability to operate standard office equipment and learn company software.
- Strong written and verbal communication skills.
- Excellent organizational, time-management, and follow-up abilities.
- Ability to prioritize competing responsibilities and meet deadlines.
- Professional demeanor and customer-service orientation.
- Ability to handle confidential and sensitive information appropriately.
- Bilingual English and Spanish skills strongly preferred.
Compensation & Benefits:
- 30 hours per week.
- Monday to Friday 8am-2pm (open for flexible hours).