Office Assistant

Position Summary

The Office Assistant provides comprehensive administrative and office support to ensure efficient daily operations. This role requires a detail-oriented and dependable team member responsible for maintaining centralized and fireproof files, managing document archiving and file auditing processes, and providing front desk phone backup. The Office Assistant also supports general administrative functions across departments.

Schedule & Compensation

• Work Schedule: Monday through Friday, 8:00 AM - 5:00 PM
• Compensation: $20.00 per hour

Growth Potential

Employees who demonstrate strong organizational skills and proficiency in filing and archiving processes may have opportunities for advancement. This includes taking on expanded responsibilities and receiving training to support the Project Management (PM) Assistant Department.

Key Responsibilities

• Provide backup support for the receptionist, including coverage for breaks, lunch periods, and scheduled time off.
• Perform receptionist duties as needed, including but not limited to answering phones and assisting with general inquiries.
• Assist with entry and tracking of City and State licenses.
• Support administrative tasks such as data entry, document preparation, tracking, logging, and database follow-up.
• Maintain and organize job-related documentation through accurate filing systems.
• Close out estimator and Project Manager (PM) files and manage document archiving.
• Prepare files and documentation for job audits.
• Conduct full audits of project files prior to archiving.
• Draft meeting minutes, cost estimates, and project-related correspondence.
• Operate standard office equipment, including copiers, printers, postage machines, and computers.
• Provide general administrative support as assigned to support overall office operations.

Qualifications & Skills

• 2-5+ years of experience in the construction industry (preferred).
• Strong knowledge of clerical and administrative procedures, including filing systems, record management, and office operations.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and PDF/scanning tools.
• Excellent attention to detail and organizational skills.
• Ability to multitask and meet deadlines in a fast-paced environment.
• Strong communication and interpersonal skills with a professional demeanor.
• Team-oriented with the ability to collaborate effectively across departments.
• Reliable, punctual, and adaptable to shifting priorities.

Physical Requirements

• Ability to sit for extended periods while working at a desk or computer.
• Ability to lift up to 15 pounds occasionally.
• Capability to move throughout the office and access various departments as needed.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.