POSITION SUMMARY:  The Operations Administrative Assistant – will perform clerical, administrative, and any or all other related functions for company. Plan, direct, or coordinate one or more administrative services of an organization, such as records and information management, mail distribution, facilities planning and maintenance, and other office support services.  

ESSENTIAL FUNCTIONS:

The Operations Administrative Assistant is responsible for completing and executing tasks that are assigned both timely and accurately.

 Budgeting and auditing inventory and assets.

 Answer questions, address complaints and take orders.

 Operate office equipment, including photocopiers, scanners, telephone and voicemail systems, and computers. Troubleshoot problems that arise with office equipment (i.e. iPhones; iPads; and Laptops.)

 Take inventory and order materials, supplies, and services as needed.

 Ability to communicate frequently and regularly with appropriate Greenstone Electrical Services personnel to affect successful completion of the project as well as assure customer satisfaction.

Have excellent project management skills. Responsible for recording time and material costs to ensure the project expenditures are properly assigned and recorded.

Required to assist in the collection, organization and transmission of information to customers both internal and external of company.

Maintain updated systems for filing, both electronically and physically, inventory, mailing, handle incoming and outgoing correspondence and databases.

Compile and maintain records of office activities and business transactions.

Prepare meeting agendas; attend meetings to take notes and write minutes.

Manage work schedules, calendars, and appointments.

Prepare and mail bills, invoices, checks, and contracts. Pay strong attention to detail.

Make travel arrangements, if required.

Assist with inventory of assets and safety equipment.

Accurately enter data into corresponding fields within various software programs using appropriate quality control methods.

 Accept any other administrative or clerical duties as assigned.

MINIMUM REQUIREMENTS:

Clerical or administrative experience is highly preferred; experience with utility contracts, maintaining inventory or dispatching high volume service work, digitally transmitted is desirable.

Must be proficient in Microsoft Office, with concentration in Excel, and the ability to comprehend basic business math calculations is preferred.

Must have the ability to work and communicate effectively with other employees, interacting productively with supervisors and peers, customers and vendors in English, but Spanish is a plus.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to fingers, handle, and feel; and reach with hands and arms.

WORK ENVIRONMENT: Much of the time will be spent in an office/warehouse/storage environment with a controlled temperature.