Senior Administrative Assistant

Job Description:

PEOPLE FIRST: BUILDING TALENT BY DESIGN

At Southland we aspire to build a workforce that's as diverse as the people who occupy the buildings we design, build and maintain. Building talent by design, is our intentional approach to creating a truly safe, collaborative and inclusive work environment that fosters growth, empowers professional achievement and where people are treated with respect at all levels.

If you're someone with a true passion for our industry, a life-long learner, with high accountability and a drive for results we're looking for you! At Southland, we hire problem solvers that are focused on providing customer value through continuous improvement and will take ownership to create the best experiences that will have an impact wider than their own job. We thrive on creating a strong company and culture where you'll feel engaged, challenged and valued.

If you're ready for the next big step in your career and want a career full of fun and excitement and to be a part of a fast-paced growing company, then JOIN our team and become a part of an organization that values PEOPLE , SAFETY, INNOVATION, COLLABORATION, INTEGRITY, ACCOUNTABILITY & SUSTAINABILITY.

POSITION SUMMARY

Senior Administrative Assistant responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. Previous experience in similar positions would be an advantage. A successful Senior Administrative Assistant should also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties.

The Senior Administrative Assistant should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation. This role will have Flexible onsite working hours M-F in Union City, CA.

What you'll do:

• Serve as the point person for office administrator duties including maintenance, mailing, supplies, equipment, errands

• Greets and attends to clients and visitors

• Schedule meetings, and lunch-and-learns

• Organize and maintain the office layout

• Maintains office supplies, snacks and beverage inventory including ordering

• Maintain the office condition and arrange necessary repairs

• Plan in-house or off-site activities, to include Internship Fairs, Training Workshops etc.

• Communicate and organize office operations and procedures

• Assist in the onboarding process for new hires and internships

• Responsible for managing all administrative tasks for the internship program

• Internship resume reviews and sourcing support

• Support Operations Manager in various tasks such as project documentation management

• Set up and Coordinate Project Management meetings

• Phone system maintenance. Manages/resolves phone system issues and acts as liaison to our phone service carrier.

• Prepare and process packages for UPS, FedEx, and GSO.

• Maintains the copier in the supply room and ensures paper is loaded and assists with copier supply orders and technical help.

• Manages and ensures conference rooms and reception area is clean, presentable and ready for use at all times.

• Provides back-up assistance to the Administrative Assistant.

What you'll need to be successful:

• Proven experience as an Office Manager, Front Office Manager or Administrative Assistant

• Knowledge of office administrator responsibilities, systems and procedures

• Proficiency in MS Office (MS Excel and MS Outlook, in particular)

• Excellent time management skills and ability to multi-task and prioritize work

• Attention to detail and problem solving skills

• Excellent written and verbal communication skills

• Strong organizational and planning skills in a fast-paced environment

• A creative mind with an ability to suggest improvements

• Customer Service skills - Manages difficult or emotional customer situations; Responds promptly to customer needs; Responds to requests for service and assistance.

• Verbal Communication skills - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification.

• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Monitors own work to ensure quality.

• Quantity - Meets productivity standards; Completes work in timely manner.

• Adaptability - Adapts to changes in the work environment; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

• Attendance/Punctuality - Is consistently at work and on time.

• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments.

• Initiative - Undertakes self-development activities; Asks for and offers help where needed.

What you bring to the table:

• H.S. degree or equivalent required; 2 year degree preferred.

• 5-7 years reception experience required

• 5-7 years administrative assistant experience preferred

YOU Matter

Benefits:

As an employee-owned company, we offer a comprehensive benefits package that includes excellent benefits for you and your family:

• 401(k) Plan with 50% Company Match (no cap) and immediate 100% vesting

• Annual bonus program based upon performance, profitability, and achievement

• Medical, Dental, Vision Insurance - 100% Paid for Employee

• Term Life, AD&D Insurance, and Voluntary Life Insurance

• Disability Income Protection Insurance

• Pre-tax Flexible Spending Plans (Health and Dependent Care)

• Paid Parental Leave Benefits

• Holidays/Vacation/Personal Time/Life Events Leave

• Numerous training opportunities and company paid membership for professional associations and license

Pay: Final pay is determined by the education, experience, knowledge, skills, and abilities of the applicant, internal equity, and alignment with market data. For (California) this ranges from $73,000 - $85,000 plus annual incentive, benefits and retirement program as outlined above.

For more information on Southland Industries, please visit our web site: Southland Careers (~~~/) or on Facebook (~~~) or LinkedIN (~~~) or Twitter (~~~)

To hear what our employees are saying about working at Southland Industries, check out our Career Video - Working at Southland (~~~)

Southland Industries and all its subsidiaries are an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing our employees with a safe work environment free of discrimination and harassment. All employment decisions at Southland Industries are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, gender, sex, national origin, ancestry, age, disability, medical condition, marital status, sexual orientation, family care or medical leave status, veteran status, or any other status protected by the laws or regulations in the locations where we operate. Southland Industries will not tolerate discrimination or harassment based on any of these characteristics.

****All employment offers are contingent upon successful, drug test, background check and professional reference checks. ****

We are not able to offer sponsorship of employment at this time

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Required Skills

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