Office Assistant

Published: 6/14/2022

Job Description

Position Overview:

The Office Assistant plays a vital role in ensuring smooth office operations by handling administrative tasks and supporting both office and construction field staff.

Qualifications and Experience:

High School Diploma or equivalent
The ability to comfortably greet visitors and determine the nature of their business; able to assist them with important matters
Ability to multitask and prioritize is a must
Proficient with computers and software applications including MS Office (Outlook, Word and Excel)
Actively seeks ways to stay productive, maintain a clean and professional office environment, and improve administrative processes and workflows.
The ideal candidate is detail-oriented, highly organized, able to manage multiple priorities in a fast-paced environment, and willing to pitch in with everyday office upkeep as needed.
Excellent interpersonal and communication skills, with a cheerful, professional demeanor and a strong service-oriented approach.

Key Responsibilities:

Understand and uphold company policies, as well as maintain competency in the procedures, work instructions, and other documentation required for safely, effectively, and correctly performing the duties specified below:

Manage the general switchboard and phone system as the “Voice of the Company”
- Provide relevant information to callers and screen and route calls to appropriate individuals
- Monitor general mailbox throughout the day
- Manage phone system for vacation and holiday coverage
- Maintain and distribute updated direct dial internal and external phone listings
Manage incoming and outgoing mail and outbound shipping
Prepare pre-qualification statements, forms, and update websites as required by customers, government agencies, vendors, and industry colleagues
Manage a variety of office equipment, including copiers, printers, scanners, postage equipment, phones, and other office technology, Coordinating routine maintenance, service calls, repairs, and supplies as needed.
Purchase, stock & organize office supplies, breakroom supplies, and company branded clothing
Assist with the creation of signage and labels as required on construction projects
Coordinate on-site meetings, company social activities, and travel arrangements for management
Provide general support for branch offices Coordinate and execute monthly all-staff lunches, including planning, vendor coordination, setup, and clean-up.
Obtain and maintain a Notary Public commission and provide notarial services for the organization as needed.
Perform other projects as directed.
Manage company credit and fleet fuel cards

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Physical Demands: While performing the duties of this job, the employee is regularly required to sit; use hands to finger, manipulate, handle, or feel; and talk or hear. The employee is occasionally required to stand, walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

Work Environment: Work is performed in an office environment with low to moderate noise levels. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. This position reports to the Madison office and attendance in the office is required.

\nCompany Description

Founded in 1931, Westphal & Co. is a full service electrical & technology contractor serving the Midwest and selected domestic markets from our headquarters in Madison, WI. Our primary markets include governmental, commercial, industrial, health care, and energy. We have both PE’s and RCDD’s on staff. The company performs work on everything from residential projects to the largest industrial projects. Our Globalcom Technologies division is a technology contractor specializing in structured cabling, security/CCTV, and cellular enhancement projects. In addition to construction, we also provide full preconstruction, design build services, Building Information Modeling (BIM), and prefabrication.