Administrative Assistant - OpSource Staffing

PURPOSE OF THE POSITION
Organize and coordinate day-to-day administrative duties and office procedures.

Create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety. 

Maintain the Columbia Office in an orderly and safe manner. 

Greet visitors and provide general administrative support to co-workers. 

Possess experience with a variety of office software (email tools, spreadsheets, and databases).

RESPONSIBILITIES
General Duties
Greet visitors as they enter the building.
Check phone messages and emails, reply or forward as necessary.
Answer incoming calls and direct calls accordingly.
Communicate effectively and timely with clients, employees, and vendors.
Miscellaneous Errands: PO Box, DMV, County or City offices, printer, etc.
Maintain the office condition and arrange necessary repairs (Kitchen, supply closet, water plants, etc.)
Monitor office supplies and handle ordering of new supplies
Assist with marketing materials; signage, magnets, cups, etc.
Maintain annual licenses; Business, General Contractor, Hazmat, Sam, etc.
Manage contract and price negotiations with office vendors and service providers; cleaning company, printer
company, landscaping, water, etc.
Plan in-house or off-site activities such as company meetings and or conferences
Maintain an orderly and organized workspace.
Other tasks and duties as assigned by various staff

Vendor Relations and Supply Management:
Collect and organize credit card receipts from the field. Cross reference the credit card statement and enter the
receipts weekly into ProContractor.
Assist with PO’s, complete credit applications, request COI’s and W9’s with any new vendor.
Monitor COI’s and keep them current in ProContractor.
Customer Management
Process customer credit card payments through Swipe Simple.
Enter CCAR invoices into ProContractor.
Assist potential customers with setting up an open account.
Be proactive regarding customer issues, concerns, complaints; involve appropriate staff.
Project/Equipment Support

Apply for Project Permits
Request and manage utilities (811) for projects.
Input new project data and change orders into ProContractor.

Asset Management
Insurance card distribution, license plate registrations, purchasing new asset
paperwork, etc.
Use weekly master sheet to ensure all vehicles have current registrations.
Manage assignment of iPads and Laptops. And assist users with technical help.

Knowledge:
Microsoft Office 365
One Drive
Teams
Easily design formulas in Excel
Troubleshooting office equipment
Knowledge of workplace safety requirements and procedures

Be familiar with DOT rules and regulations

Skills:
Time Management
Organizational
Customer Service
Analytical and problem-solving skills
Decision making skills

Abilities:
Calendaring
Self-starter
Confidentiality
To learn new programs/software

Personal Attributes:
Be honest, trustworthy and respectful
Possess cultural awareness and sensitivity
Be flexible
Demonstrate sound work ethics
Deal with the public and your co-workers in a positive, courteous and respectful manner