Job description

International Building Investment, Inc.

A California Corporation

Position Title: Administrative Assistant
Job Classification: Entry
Job Category: Administrative Compensation Classification: Non- Exempt Revision Date: March 2023 Description:

Reports to Office Manager. Provides administrative and clerical support Bay Area Field Office. In addition to typing, filing, purchase calls, will perform duties such as record keeping, managing meetings and conferences minutes and work on special projects. Will sometime be privy to confidential and sensitive information. Deals with a diverse group of callers and visitors as well as internal contacts at all levels of the organization.
Essential Duties & Responsibilities:

• Assures permits are timely dispatched, maintaining all document required by each city.

Properly communicating any additional RFI’s

• Obtain and process digital copies of receipts, City stamped plans/drawings
• Print and provide any requested job site paperwork
• Process and record Home Depot purchases for in the field staff
• Assist HR with Spanish translation
• Contributes to a safe accident-free work environment by reporting any unsafe work activities and following standard safety precautions during work
• Assists with ordering office supplies, uniforms and networking merchandise
• Seek opportunities to improve current processes and procedures
• Keep up-to-date and organized records
• Dispatch safety compliance requirements for WA and Socal, as needed including maintaining SDS binders, safety binders, etc
• Process and distribute project related material, such as sub agreements, piece price agreements, property sign offs, meeting minutes, various reports.
• Executes special requests, errands and related duties as needed
• Transcribe notes during meetings both internally and with customers including weekly PM meeting

Qualifications:

• Must be proficient Microsoft Office suite
• Excellent communication skills - both verbal and written in English and Spanish
• Excellent Time Management Skills.
• Multitasking and task prioritization.
• Self-motivated with positive attitude and strong work ethic.
• Ability to represent IBI Inc. and our Clients in a professional manner at all times to ensure company policies and procedures as well as compliance to all applicable laws, regulations, quality and safety standards.

Physical Demands:
Position performance may require the physical ability, frequent ability to sit, talk, hear, stand, balance, stoop kneel or crouch. Employee may have to lift and/or move up to 40 pounds.
Work Environment:
Performing the duties, the employee will regularly in the office and occasionally be in an on-site construction environment where they may be exposed to moving mechanical components and equipment, high and sub grade places, fumes and/or airborne particles, weather conditions, and electrical systems. The noise of the environments may be moderate to very loud.

Note that the job requirements may encompass items not included within its contents and is subject to change at any time as other task and duties may be assigned. Employee signature below constitutes employee’s understanding of the requirements, essential functions and duties of the position.

Job Type: Full-time

Pay: $20.00 - $26.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Santa Clara, CA 95050: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Are you bilingual?

Language:

• English and Spanish (Required)

Work Location: In person

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