Project Administrative Assistant / Analyst
Cennox is seeking an Administrative Assistant
to join our thriving Projects Division
in Temecula, CA!
Position Summary:
Under the general direction of the Project Managers, the Administrative Assistant performs a wide variety of administrative duties, many of which are Excel-based. The ideal candidate will have very strong Excel skills, as well as be reliable, prompt, and professional with strong organizational skills, and the ability to perform multiple tasks simultaneously while prioritizing responsibilities and work assignments. Most importantly the ideal candidate will be able to maintain a high level of business ethics and integrity.
Essential Duties and Responsibilities include the following, but not limited to:
- Provide administration support to the Projects Division managers
- Create Excel spreadsheets and dashboards to track project activity
- Verify and process paperwork & photos daily with accuracy
- Create purchase orders
- Process invoices upon job completion
- Request payment to subcontractors
- Accurately look over the team work logs and approve daily
- Make sure the techs are planning out their monthly schedules proficiently and completing those assignments on time.
- Communicating to Project Manager or Customer when they do not have access, need to reschedule, or other various day-to-day issues
- Submit travel arrangements as needed
- Attend team and customer calls
- Provide communication with customers, including making customer notification calls
- Maintain general online files, including job files, vendor files, and other files related to the company’s operations
- Locate new subcontractors for upcoming contracts nationwide
- Performs other duties as assigned
Qualifications, Job Skills & Requirements
- Excellent Computer skills required, MS Office (Excel, Word, PowerPoint, Outlook)
- Proven experience with creating and maintaining Excel dashboards and linking spreadsheets
- Good understanding of financial and accounting
- Excellent communication skills both written and verbal
- Excellent customer service
- Ability to meet deadlines with strong organization, time management, and prioritization skills
- Tenacious in seeking the resolution of issues/problems – ‘can do’ attitude
- Good understanding of Microsoft Office including Outlook, Excel, & SharePoint
Experience and Education:
- High School Diploma or equivalent.
- Project administration/coordination experience a plus
- Experience in an office environment is a plus
- Experience working with federal/governmental or financial institutions is a plus
Physical Requirements:
- Ability to sit and stay focused for long periods of time
- Vision correctable to 20/20
- Finger dexterity for keyboarding and computer usage
Cennox provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.