Office Assistant

Overview

This position is for administrative support and secretarial work for the Operations Manager at the home office in Tampa, FL.

Employee performs a wide variety of secretarial tasks requiring initiative, independent judgment, and a general working knowledge of construction inspections and associated scheduling. Follows office wide policies and procedures and promotes new ideas to make them more efficient. A small portion of the work entails dealing with confidential issues requiring a high degree of discretion and tact and involving continual interoffice relations.

Salary range is $15-$20.00 per hour based on experience.

• Provide administrative support and secretarial assistance for the Operations Manager and related coordinators; handle routine information requests, callbacks, and routine tasks.
• Assist in scheduling inspection requests for clients and reporting results.
• Coordinate and schedule meetings; arrange travel as necessary.
• Compose letters and memoranda for the Operations Manager; maintain and control correspondence and associated documents; follow up to ensure timely replies or actions.
• Support staff; keep the Operations Manager advised on progress of staff needs and responses.
• Enter data into spreadsheets or databases; create templates; proofread documents before finalization for accuracy.
• Greet customers, answer telephones, and route incoming email to proper staff; provide effective customer service and professional communication.
• Prepare and type a variety of reports; check reports for accuracy and language quality; distribute as needed.
• Maintain a comprehensive digital file system and records; manage office supplies and reorder as necessary.
• Operate a variety of office equipment; work independently with limited supervision and exercise sound judgment.
• Attend periodic after-hours (evening) meetings if needed and be able to sit or stand for long periods; light lifting up to 40 pounds may be required.

• General knowledge of building construction and inspections, proper terminology, English, spelling, and punctuation.
• Knowledge of basic mathematics; modern office methods, practices and procedures, and equipment.
• Knowledge of general personnel procedures; strong time management, organizational skills, and attention to detail.
• Proficiency in computers and software such as MS Outlook, MS Office, MS Word, MS Excel, MS PowerPoint.
• Ability to work independently on confidential tasks; compose effective and accurate correspondence; handle non-routine tasks; multi-task with interruptions; excellent verbal and written communication skills.
• Ability to interact effectively with clients, local governments, the public; maintain positive working relationships with management, inspectors, clients, local governments, and the public.
• Ability to maintain complex records and provide accurate, concise information.

• Receives visitors and telephone calls for the Operations Manager, Inspection Coordinator and Plan Review Coordinator; handles routine information requests and callbacks.
• Assists in scheduling inspection requests for clients and reporting results.
• Coordinates and schedules meetings; makes travel arrangements as necessary.
• Composes letters and memoranda for the Operations Manager.
• Provides support for staff; maintains and controls correspondence; follows up to ensure timely replies.
• Data entry or computer work, including entering data into spreadsheets or databases; proofreads documents for spelling and grammar; ensures accuracy before sending to clients and vendors.
• Greet customers and answer telephones; demonstrates effective communication and customer service skills.
• Reads incoming email and routes correspondence to proper staff.
• Prepares and types reports from inspectors; checks for accuracy and proper English; mails reports to appropriate parties.
• Maintains a comprehensive digital file system and records.
• Gathers and maintains office supplies and reorders as necessary.
• Operates a variety of office equipment.
• Work independently with limited supervision; demonstrate sound judgment and decision-making.