Job Description

The purpose of the Marina Front Desk Administrator is to provide support to office staff. Enter and review weekly payroll, data entry, process high volume A/P entry including review of invoices for appropriate documentation and obtaining approval, coding and process of invoices.  Process employee expense reports and receipts per company travel / expense reimbursement policy.  Assist project managers with subcontracts, RFI’s, change orders, COI’s and printing plans.  Manage the reception area; answer and route all telephone calls; greet visitors and staff members; assist with organized events; date stamp, sort and distribute mail and packages; maintain inventory and process orders of office supplies. Maintain relationships with vendors by resolving and responding to inquiries as needed.

KEY RESULT AREAS (KRA’S)

1.       Administrative support

2.       Accounts Payable

3.       Payroll

4.       Office supplies

5.       Training, meetings, and events

THIS POSITION DESCRIPTION CONTAINS THE KEY TASKS AND RELATED PERFORMANCE INDICATORS FOR THIS POSITION. THE LIST OF KEY TASKS IS NOT INTENDED TO BE COMPLETE. OTHER TASKS WILL BE ASSIGNED FROM TIME TO TIME TO MEET THE NEEDS OF THE ORGANIZATION.

SKILL, KNOWLEDGE OR ABILITY

Demonstrate skill in filing, record-keeping and maintaining databases.

Ability to operate multi-line telephone equipment.

Ability to work on multiple projects at one time, handle deadlines and interruptions in the work process while ensuring work is complete and accurate.

Demonstrate skill in reading, spelling and simple arithmetic and ability to follow oral and written instructions.

Detailed oriented, with a high degree of accuracy.

Demonstrate customer service and interpersonal skills.

PC computer knowledge including experience with Microsoft Word, Excel, and Outlook

Ability to handle several tasks concurrently.

Ability to work with and support various staff members.

Ability to maintain a pleasant demeanor and attitude at all times with all internal and external parties.

Ability to remain professional at all times.

Clear oral and written communication skills. 

COMPETENCIES

· Customer Focus – Is dedicated to meeting the expectations and requirements of internal and external customers.

· Composure- Is calm under pressure; does not become defensive or irritated when times are tough; is considered mature; can be counted on to hold things together during difficult times; can handle stress; is not knocked off balance by the unexpected; doesn’t show frustration when resisted or blocked.

· Interpersonal Understanding – Relates well to all kinds of people, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably.

· Taking Responsibility – Takes on accountability for tasks and achieving objectives; sees projects through to completion; takes responsibility when there are problems; keeps all relevant parties involved.

· Teamwork – Has good working relationships with all members of the team equally; shows commitment to team goals and targets; takes responsibility for own role as part of the team and takes pride in the achievement of the team; supports colleagues and offers help without being asked; shares information with other staff; works effectively with others regardless of differences; recognizes conflict and acts quickly to deal with it in a constructive way.

· Motivation of Self and Others – Works closely with others, recognizing individuals for their work achievements, any negative views are held privately and not shared with colleagues as this would be perceived as unprofessional; always looks for the positives in a situation.

· Results Orientated-Sets and maintains high work standards and follows up to meet targets; focuses on achieving results; understands the work targets and objectives set for own job and how own actions impact on the achievement of targets; informally suggests how to get things done rather than waiting to be told; minimizes obstacles or problems; volunteers or responds positively when asked to take on new tasks and commits to achieving them; reviews work projects and tasks to identify areas for improvement.

· Problem Solving – Analyses issues and breaks them down into their component parts; considers a range of possible solutions based on past experiences; seeks input from other colleagues or peers to identify possible solutions; thinks quickly when required; thinks clearly and is able to work through unusual situations; makes sound decisions; bases decisions on fact rather than emotion; analyzes problems skillfully; uses logic to reach solutions.

· Adaptability/Change Orientation – Understands and is respective to the need for change; demonstrates adaptability to changing demands and conditions; willing to take on new tasks; new role or new ways of doing things; identifies the advantages in new ways of doing things or new structures; raises any concerns about change in a positive way; continues to perform job well in an uncertain environment; maintains a positive outlook.

· Creativity and Initiative– Ability to find ways to do things better, generate ideas and initiate appropriate action to improve performance; tries to think of new ways to do own job better; makes suggestions for improvement and takes up and uses ideas from others; plans work and carries out tasks without detailed instructions; makes constructive suggestions; prepares for problems or opportunities in advance; responds to situations as they arise with minimal supervision.

· Innovation – Able to challenge conventional practices; adapts established methods for new uses; pursues ongoing system improvements; creates innovative solutions to problems; evaluates new technology as potential solutions to existing problems.

· Planning and organization – Ability to identify what needs to be done to achieve objectives, prioritizing key issues, organizing short term act ivies and planning ahead to ensure all tasks will be achieved; keeps work space organized and in control; is tidy; carries out several tasks at once; capable of changing priorities and switching between tasks without losing sight of deadlines.

· Reliability – Personally responsible; completes work in a timely, consistent manner; is regularly present and punctual for work; arrives prepared for work; is committed to doing the best job possible; keeps commitments.

· Attention to detail – Is alert in a fast pace environment; follows detailed procedures and ensures accuracy in documentation and data; concentrates on routine work details; performs tasks with care; is thorough and makes few in errors; checks work to ensure accuracy and completeness; remains aware and takes care of details that are easy to overlook or dismiss as insignificant.

· Responsiveness to Request for Service – Responds to requests for service in a timely and thorough manner; does what is necessary to ensure internal and external customer satisfaction; prioritizes customer needs; follows up to evaluate customer satisfaction.

Qualifications

 DEGREE OR CERTIFICATION

High school diploma or equivalent

TYPE OF EXPERIENCE

2+ years previous experience in a customer service environment and office reception or administrative role.

2+ years previous experience answering phones, filing and using office machines (photocopier, fax machines, shredders, etc.)

Additional Information

COLLINS ELECTRICAL COMPANY, INC. ENDEAVORS TO MAKE WWW.COLLINSELECTRIC.COM ACCESSIBLE TO ANY AND ALL USERS. IF YOU WOULD LIKE TO CONTACT US REGARDING THE ACCESSIBILITY OF OUR WEBSITE OR NEED ASSISTANCE COMPLETING THE APPLICATION PROCESS, PLEASE CONTACT HUMAN RESOURCES AT 209-466-3691 OR ONLINEACCOMMODATIONS@ COLLINSELECTRIC.COM. THIS CONTACT INFORMATION IS FOR ACCOMMODATION REQUESTS ONLY AND CANNOT BE USED TO INQUIRE ABOUT THE STATUS OF APPLICATIONS.

COLLINS ELECTRICAL COMPANY, INC. IS AN EQUAL OPPORTUNITY EMPLOYER. QUALIFIED APPLICANTS WILL RECEIVE CONSIDERATION FOR EMPLOYMENT WITHOUT REGARD TO RACE, COLOR, RELIGION, SEX, SEXUAL ORIENTATION, GENDER IDENTITY, NATIONAL ORIGIN, DISABILITY OR PROTECTED VETERAN STATUS. FOR OUR EEO POLICY STATEMENT, PLEASE CLICK HERE. IF YOU’D LIKE MORE INFORMATION ON YOUR EEO RIGHTS UNDER THE LAW.  FOR MORE INFORMATION PLEASE VISIT 

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