Construction Office Coordinator in Oceanside, California at Musick Construction Inc

• 2 years of construction office or other office administration experience is preferred
• A high school diploma or GED is required.
• Must possess high-level attention to detail with strong written and verbal communication skills.
• Must be able to organize and prioritize his/her workload.
• Experience with QuickBooks is a plus.
• Proficiency in Microsoft Office, Adobe, Dropbox, and Google Drive is required. Customer Relations Management (CRM) software and payroll software experience is a plus, as well as operating office equipment. Experience with smartphone applications is required.
• Must have a flexible disposition in order to work effectively with a variety of personality types.
• Must be able to learn quickly and be adaptable to a variety of situations and office systems.
• Comfortable with being a self-starter; must have the ability to keep yourself busy and work independently.

• Communication via email, phone and walk-ins. As the first point of contact for the company, welcome clients and business associates and assist them as needed
• Perform various clerical tasks as needed (file papers - paper and digital, organize supplies, etc.)
• Answer phones and route calls to appropriate persons
• Take and deliver phone messages
• Manage, sort, and dispense incoming mail
• Prepare outgoing mail and packages
• Maintain staff and company calendars
• Set appointments, meetings, and conference calls
• Notify and remind all parties of upcoming events, lunches, meetings, etc.
• Suggest changes to office task workflow in order to improve efficiency
• Maintain an organized workspace at all times
• Clean and tidy public office spaces
• Maintain adequate supplies for office and office machines
• Attend company meetings and take notes, keep minutes, etc.
• Uphold and carry out company office policies and procedures
• Maintain the online portion of the Phone system

• Prepare various reports from QuickBooks
• Processing invoices and receipts
• Job costing

• Manage/maintain employee onboarding records (new hire paperwork)
• Manage/maintain employee terminations/records (exit paperwork)
• Manage/maintain Payroll &/Labor Compliance documentation biweekly
• Have experience and knowledge of the payroll process, payroll taxes, employee deductions, reimbursements, manage/maintain employee training documents

• Maintain Subcontractor/Vendor compliance, correspondence, and records including waivers and releases
• Maintain all licenses, insurance, and worker’s compensation
• Create estimates, contracts, and file client documents

• Medical - Waiting period applicable
• Cell phone reimbursement
• Retirement savings plan

• Microsoft Office: 3 years (Required)
• Google Suite/Workspace (Required)
• Administrative experience: 2 years (Required)
• Writing skills are significant in this position. You will be asked to provide a brief writing sample on the application.

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