Bilingual Office Assistant (PT) - Proper Solutions

Our client is looking for a part-time bilingual Office Assistant. Must be proficient in QuickBooks! You will be responsible for preparing estimates, notices, tracking time and materials, and billing accounts. Additional administrative duties as needed.

General Office Duties/Responsibilities:

• Organize office and assist associates in ways that optimize procedures

• Manage emails, letters, packages, phone calls, schedules, and other forms of correspondence

• Sort and distribute communications in a timely manner

• Review and abide by company policies and procedures

• Monitor level of supplies and handle shortages

• Create and update records ensuring accuracy and validity of information

• Maintain trusting relationships with suppliers, customers, and colleagues

• Assist with electronic and paper recordkeeping and file management systems

• Complete electronic and paper recordkeeping file management audit and checklists

Assist with Payroll Processing Duties/Time Keeping:

• Verify timekeeping records and consult employees about discrepancies

• Collect and maintain employee timecards

• Enter employee time by project into timekeeping software

• Resolve discrepancies related to improper time reporting

Accounts Receivable:

• Communicate with previous clients and customers to request payment

• Create and update client accounts and projects based on payment or contact information

• Assist with updating Purchase Order and Work Order Spreadsheets

• File CA Preliminary Notices for customer accounts

• Complete and submit CSLB’s Conditional and Unconditional Waivers and Release Upon Progress or Final Payment

Safety Coordination:

• Oversee and implement employee safety compliance program

• Create weekly safety bulletins and maintain safety records

• Send Safety sign-in sheets to customers/stakeholders

• Coordination of annual OSHA Safety Training

• Update Safety Manuals with new inserts (Office & Truck)

Employee Liaison:

• Assist with processing biweekly employee reimbursements

• Assist employees with document requests such as new hire packets, timesheets, work order forms, etc.

• Provide other assistance as needed

SKILLS:

• Proven excellence as an administrative assistant, office assistant, or in another relevant position

• Working knowledge of office equipment

• Basic understanding of office management procedures

• Excellent organizational and time management skills

• Analytical abilities and aptitude in problem-solving

• Possess effective communication skills

• Outstanding abilities to communicate in person, in writing, and over the phone

• Good MS Word and MS Excel spreadsheet skills and proficiency in other office management tools and applications

• Preferred knowledge of QuickBooks Online

• Preferred knowledge of QuickBooks Time

• Excellent text messaging skills

• Bilingual (Spanish)

Pay = $20-25/hr (DOE)