Office Assistant Construction/Manufacturing

Job Summary:

We are a growing construction manufacturing startup company in the Austin area. We are looking for an energetic professional who doesn’t mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently. Well organized, flexible and proactive in their tasks. A person that enjoy getting things done. The Office Assistant will oversee the general administrative function and activities of the office.

Duties/Responsibilities:

Be the point person and be responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office.

Responsible for managing office services & activities by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed and maintained, supply requisitions are reviewed and approved and that clerical functions are properly handled and monitored

Assist HR with on-boarding new employees

Participate actively in the planning and execution of company events

Monitor and maintain inventory of office supplies; order new supplies as needed.

Welcomes and directs visitors and clients.

Provide clerical support such as answering phones, sorting and distributing mail & packages, preparing documents, maintenance, mailing, shipping, supplies, equipment, bills and errands

Manage documentation and maintain company/employee status for regulators including but not limited to OSHA and equipment training

Performs or facilitates maintenance of office equipment including cleaning, maintenance, and repairs.

Coordinate with IT department on all office equipment

Manage relationships with suppliers, vendors and service providers, ensuring that all services provided correctly and all items are invoiced/paid on time, including managing contract and price negotiations

Review and verify invoices are accurately reflecting the items/services provided

Ensure security, integrity and confidentiality of data

Proactively solves issues and execute tasks that do not have a specific owner.

May conduct research (within skills and expertise) to assist with projects or inquiries.

Performs other related duties as assigned.

Required Skills/Abilities:

Extensive knowledge of office management procedures. i.e. you know how to set up internet service; you know how to discuss security needs to an alarm vendor; you can research how many fire extinguishers are needed for a space; you can supervise a cleaning crew.

Excellent verbal and written communication skills, i.e. you can write a stern email to a vendor who overcharged the company and make calls to ensure they are following up on requests.

Excellent interpersonal and customer service skills.

Excellent organizational skills and attention to detail, i.e. you can set up systems to ensure supplies replenished and are recurring at various times. You can find a receipt from 8 months ago.

Excellent time management skills with a proven ability to meet deadlines.

Proficient with Microsoft Office Suite or related software.

Basic understanding of office equipment.

Basic understanding of clerical procedures and systems such as record-keeping and filing.

Flexible and adaptable in various situations and when interacting with many different personalities.

Ability to organize and prioritize tasks including delegation of tasks when appropriate.

Ability to work independently (self-motivated) and reliably even on boring things as well as the challenging difficult tasks.

Education and Experience:

No specific experience, education or background is a must. However, past experience with startup environment or manufacturing space can be an advantage.

At least three years of administrative experience preferred.

Physical Requirements:

Prolonged periods sitting at a desk and working on a computer.

This is a construction and manufacturing environment, you will be required to safely navigate the factory around tools and equipment.

You will be required to handle and organize materials, supplies, and various inventory in and around the factory floor.

You may be required to climb stairs.

Must be able to lift up to 20 pounds at times.

While performing the duties of this Job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include close vision and distance vision.

Job Type: Full-time or part-time

Work Location: Austin, TX

Benefits Offered for full time employees:

Health Insurance

Dental insurance

Vision insurance

Retirement plan

Paid time off

Schedule:

Monday to Friday

No weekends

Day shift, flexible for part time applicants