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Administrative Assistant

Balfour Beatty US • Full-time • Hayward, CA, US • 1d ago

Responsibilities:

General Office:

· Serve as Front Desk/Reception; answering phones

· Mail/Deliveries – incoming and outgoing

· Maintain upkeep of front office/kitchen/conference room

· Maintain inventory, including ordering, of office and kitchen supplies for Hayward and San Jose offices

· Keep copier/scanner email accounts updated

· Order lunches/snacks for Hayward and San Jose offices

· Assist in LLB/DB production as needed

Admin Assistant:

· Respond to prelien requests

· Obtain all insurance certificates and renewals

· Update Current Projects to track master sub contracts, work authorizations and insurance. Send work authorizations and master subcontracts via docusign. Send executed contracts back to subs.

· Upload executed work authorizations and executed master subcontracts to GCPay and verify compliance. Work Authorizations get saved to current project job folders under subcontracts folder. Executed Master subcontracts get saved

· Track sub GL insurance and Workers comp exp date, upload to GC Pay, and Vista, confirm expiration date and verify compliance. Save to job folder and master subcontract folder.

· Verify each insurance cert should be job specific and include job #, project name and address.

· Database management and tool tracking for Superintendent containers

· DMV registration renewals

· Other administrative tasks, as requested.

Qualifications:

· Minimum of 2 years of administrative or office coordination experience, preferably in the construction industry.

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment; experience with DocuSign is highly desirable.

· Strong organizational skills with the ability to multitask and meet deadlines.

· Attention to detail and accuracy in data entry and document management.

· Excellent written and verbal communication skills.

· Professional and friendly demeanor with strong customer service skills.

· Self-motivated and capable of working independently as well as part of a team.