Office manager (HVAC Company) (El Cajon)

Office Staff (El Cajon) Heating and Air Conditioning Company

Full-time

Job highlights

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Ability to read, analyze, and interpret general business periodicals, professional journals, and legal contracts

Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations

Ability to define and solve practical problems and deal with a variety of concrete variables, occasionally in situations where only limited standardization exists

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form

Must be able to maintain a high level of discretion and confidentiality

Must be flexible with assignments and fluctuations in business needs

Must be well organized, a self-starter, and possess excellent telephone communication skills

Must possess exceptional written and verbal communication skills

Must be able to multitask and prioritize in accordance with changing deadlines and priorities

Must have interest in and ability to learn new skills related to review and organization of legal documents

Must be computer literate and have experience with MS Office suite of products (Excel, PowerPoint, Outlook, and Word)

Must have the ability to quickly learn specific software

Working knowledge of efficient filing systems, office machines and equipment

Must be able to adjust tasks in accordance with changing deadlines and priorities

Must be able to make sound independent decisions based on available data

Must be able to work with a variety of personalities in an effective manner

Responsibilities

Our ideal candidate will be passionate and reliable, and willing to regularly contribute to making our company a better place to work

Assist the owner in the administrative capacity including scheduling, filing, travel, correspondence and organization of meetings

Maintain office services by organizing office operations and procedures, reviewing and approving supply requisitions, and assigning and monitoring facility functions with various vendors

Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement

Implements corporate procedures for retention, protection, retrieval, transfer, and disposal of records

Design and implement office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments

Maintain legal contract database and assist with administrative and compliance-related projects for corporate legal department

Work with manager to process new hire employment data Coordinate logistics of new hire orientations and employee training and compliance

Coordinate and schedule business activities/events such as company picnic and holiday party

Ability to write reports, business correspondence, and procedures with conformance to the prescribed style and format

Full description

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

High School diploma; college degree preferred; plus as least 2-4 years executive administrative experience; or equivalent combination of education and experience. Experience with Legal and/or Human Resources a plus.

LANGUAGE SKILLS:

Ability to read, analyze, and interpret general business periodicals, professional journals, and legal contracts. Ability to write reports, business correspondence, and procedures with conformance to the prescribed style and format. Ability to effectively present information and respond to questions from, executives, employees, managers, clients, and the general public.

MATHEMATICAL SKILLS:

Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY:

Ability to define and solve practical problems and deal with a variety of concrete variables, occasionally in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

OTHER SKILLS AND ABILITIES

Must be able to maintain a high level of discretion and confidentiality.

Must be flexible with assignments and fluctuations in business needs.

Must be well organized, a self-starter, and possess excellent telephone communication skills.

Must possess exceptional written and verbal communication skills.

Must be able to multitask and prioritize in accordance with changing deadlines and priorities.

Must be even-tempered and team spirited - a good sense of humor is desirable.

Must have interest in and ability to learn new skills related to review and organization of legal documents.

Must be computer literate and have experience with MS Office suite of products (Excel, PowerPoint, Outlook, and Word).

Must have the ability to quickly learn specific software.

Working knowledge of efficient filing systems, office machines and equipment.

Must be able to adjust tasks in accordance with changing deadlines and priorities.

Must be able to make sound independent decisions based on available data.

Must be able to work with a variety of personalities in an effective manner.

Extelligence is an Equal Employment Opportunity (EEO) Employer. We are committed to providing equal employment opportunities to all employees, employment applicants and other covered persons without regard to unlawful considerations of race, color, religion or creed, gender, sex, pregnancy, gender identity or expression, sexual orientation, marital status, national origin or ancestry, ethnicity, citizenship status, genetic information, military or veteran status, age, physical or mental disability, or any other classification protected by applicable local, state, or federal laws