Overview
Administrative Assistant- Hybrid Jobs in San Diego, CA at UC San Diego Health
Job Description: Front Desk/Office Administrator
Position Overview:
The Front Desk/Office Administrator plays a crucial role in ensuring the smooth day-to-day operations of the construction office. This position involves a wide range of administrative tasks, including expense management, document control, client communication, and general office upkeep. The Administrator serves as a key support figure for both office and field teams, contributing to an efficient and organized workplace.
Key Responsibilities:
Administrative Support:
· Manage incoming phone calls, emails, and mail, ensuring timely and appropriate responses.
· Maintain and update databases and records for personnel, clients, suppliers, and projects.
· Prepare reports, documents, and presentations as requested by management.
· Schedule meetings, manage calendars, and coordinate appointments for office staff.
Expense & Time Management:
· Accurately enter and track expenses in the accounting system.
· Review and process daily logs and time cards from field staff; address any discrepancies and assist with payroll preparation.
Proposal and Client Management:
· Enter proposal details into the system and generate proposal reports for clients.
· Track the status of proposals and conduct follow-ups with clients to ensure proper communication.
· Maintain a detailed record of client interactions, follow-ups, and proposal outcomes.
Document Control:
· Maintain organized and up-to-date project documentation, including reports, change orders, and progress updates.
· Ensure proper filing and archiving of both physical and digital documents.
· Adhere to company procedures for document labeling, dating, and retrieval.
Office Maintenance:
· Ensure the office remains clean, organized, and well-stocked with necessary supplies.
· Monitor and manage inventory of office supplies, placing orders as needed.
Communication & Coordination:
· Act as the primary liaison between office staff and field teams, ensuring clear and timely communication.
· Relay important updates, messages, and project information to relevant personnel.
· Provide general support to colleagues and assist with administrative tasks when required.
Data Entry & Record Keeping:
· Maintain accurate personnel records, including licenses, certifications, and other relevant documentation.
· Update and manage project databases to reflect changes in timelines, budgets, and deliverables.
Compliance & Reporting:
· Ensure all activities comply with company policies and relevant industry regulations.
· Assist in gathering and compiling information for audits, inspections, and management reviews.
· Prepare regular reports, including weekly progress updates and monthly performance summaries.
Required Skills and Competencies:
· Strong organizational and time management skills with the ability to handle multiple tasks.
· Excellent verbal and written communication skills.
· Attention to detail and a commitment to accuracy in all tasks.
· Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with project management software.
· A proactive approach to problem-solving and assisting colleagues.
· Familiarity with bookkeeping and basic accounting principles.
Work Environment:
The Front Desk/Office Administrator works in a dynamic and professional construction office environment. The role requires flexibility, adaptability, business casual dress, and a collaborative mindset to support a busy and growing team.
Job Type: Full-time
Pay: $17.00 – $20.00 per hour
Expected hours: 40 per week
Benefits:
401(k)
401(k) matching
Dental insurance
Health insurance
Paid time off
Vision insurance
Schedule:
8 hour shift
Monday to Friday
Ability to Commute:
Sheffield, IL 61361 (Required)
Ability to Relocate:
Sheffield, IL 61361: Relocate before starting work (Required)
Work Location: In person
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Title: Administrative Assistant- Hybrid
Company: UC San Diego Health
Location: San Diego, CA
