Description

ADMINISTRATIVE OFFICE ASSISTANT

NATURE OF WORK

This is highly responsible administrative support and secretarial work for the Operations Manager at the home office in Tampa, FL.

Employee performs a wide variety of secretarial tasks requiring initiative, independent judgment, and a general working knowledge of construction inspections and associated scheduling. Follows office wide policies and procedures and promotes new ideas to make them more efficient. A small portion of the work entails dealing with confidential issues requiring a high degree of discretion and tact and involving continual interoffice relations.

Work is performed under the general supervision of the Operations Manager and is reviewed through observation of results obtained, conferences, and periodic reports or evaluations.

Requirements

Have a general knowledge of building construction and inspections involved in building construction processes, including proper terminology, English, spelling, and punctuation.

Knowledge of basic mathematics, and modern office methods, practices and procedures, and equipment.

Knowledge of general personnel procedures. Must have good time management skills, organizational skills, and attention to detail required.

Skill and proficiency in the use of computers and various software such as but not limited to: MS Outlook, MS Office, MS Word, MS Excel, MS Power Point is critical.    

Ability to work independently on confidential tasks, compose effective and accurate correspondence and deal with some non- routine tasks. Able to perform multi-task operations with frequent interruptions. Excellent verbal and written communication skills required. 

Ability to deal and communicate with clients, local governments, and public, in an effective and courteous manner. Ability to establish and maintain effective working relationships with management, supervisors, inspectors, clients, local governments, and the public. 

Ability to keep complex records and files and provide and update information correctly and concisely.

ILLUSTRATIVE TASKS

Receives visitors and telephone calls for the Operations Manager, Inspection Coordinator and Plan Review coordinator ascertains nature of business and personally handles those requesting routine information, callbacks, and as many other routine tasks as possible.

Assists in scheduling inspection requests for clients and reporting results.

Coordinates and schedules meetings; makes travel arrangements as necessary. 

Composes letters and memos for the Operations Manager. 

Provides support for staff. Maintains and controls correspondence, and associated documents. Follows up to ensure timely replies or actions to address staff needs. Keeps Operations Manager advised on progress of such.

Data entry or some form of computer work. Entering data into a spread sheet, create templates or work in a database-management system, an office assistant needs to have a thorough understanding of these basic office operating systems. May be required to proofread documents before they are finalized. This can include correcting spelling and grammar, and ensuring that letters and reports are accurate before sending them to clients and vendors.

Greet customers as they arrive and answer telephones, tasks that require effective communication and customer service skills.

Reads incoming email and routes correspondence to proper staff.

Prepares and types a variety of reports and material; types reports from inspectors, checking for accuracy, complete sentences, and proper use of the English language. Mails reports to appropriate parties. 

Maintains a comprehensive digital le system and records.

 
Gathers and maintains office supplies and reorders supplies as necessary. 

Operates a variety of office equipment.

Ability to work independently with limited supervision and prove ability to make sound judgments and decisions.

 Must be able to sit or stand for long periods of time (+/- 8 hours) and have flexibility in the available hours of  a standard work day and be able to attend periodic after hours (evening) meetings if needed.

 Must be able to lift and carry up to 40 pounds.

Hourly rate based on experience to be discussed.