Administrative Assistant – Santa Rosa

PetersenDean, Inc.


To act as the first point of contact for visitors and callers to undertake a range of other administrative tasks as identified by the Office Manager.

Essential Job Duties and Responsibilities:

  • Greet visitors and direct them to the correct staff members
  • Responsible for sending weekly active job list to superintendents
  • Maintain contract folders and filing of contracts and correspondences
  • Work with Superintendents, Billings and Contract Administrator on pricing, change, orders and any contract issues that need to be resolved.
  • Receive, sort and distribute incoming mail
  • Prepare outgoing mail for distribution and coordinate courier services
  • Update and maintain databases such as mailing lists, contact lists and internal staff contact lists
  • Keep stock and maintain office supplies, toiletry item, and etc.
  • Provide office supplies toiletry item, etc. for staff and maintain adequate stocks; task includes ordering new supplies, identifying new suppliers and obtaining the best price.
  • Ensure office equipment is properly maintained and serviced
  • Reconcile bank statements and company credit cards
  • Responsible for filing customer service work orders
  • Prepare and mail customer service surveys
  • Keep record of payroll for field, hourly, and exempt employees
  • Assist with warehouse supervisor with inventory control
  • Plan company events and/or meetings as needed
  • Maintain consistent attendance and punctuality
  • Perform other duties as assigned

Knowledge, Skills, and Abilities:

  • At least 1 years’ experience of working within an office environment and front of house.
  • Familiarity with the use of office equipment i.e. fax, photocopiers etc.
  • Implementing admin systems and databases
  • Excellent verbal communication skills with a good telephone manner
  • Good written skills
  • Good Interpersonal skills
  • Computer literate, with keyboard skills and experience of word-processing, (Microsoft Word) combined with ability to acquire other skills as necessary (e.g. databases and spreadsheets).
  • Ability to work on own initiative and take responsibility where necessary and to work as part of a team.
  • Smart and business-like appearance.
  • Ability to work to a high standard (and while under pressure).
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