Administrative Assistant

Cupertino Electric; Santa Fe Springs (CA); On-site; USD 26,000 - 43,000; Full time

Job summary

Cupertino Electric, Inc. is seeking an organized Administrative Assistant to support the Southern California Office, Commercial and Public Infrastructure Team in Santa Fe Springs. This role ensures smooth information flow between office, field, vendors and contractors.

Responsibilities include office management, project support, scheduling, meeting organization, document control, expense reporting, and onboarding new hires, with proficiency in Microsoft 365 and JD Edwards.

Qualifications

• High School Diploma or GED required.
• Two (2) years of administrative experience required. Experience in the construction industry preferred.
• Applicants must be authorized to work in the United States. This position is not eligible for sponsorship.

Responsibilities

• General Office management, including maintenance of office, organizing janitorial services, ensuring adequate office supplies.
• Support the Commercial and Public Infrastructure team with project administrative tasks related to setting up projects, including information flow between office, field, vendors, and general contractors.
• Coordination of job start and job close.
• Contract routing.
• Data entry for weekly field employee hours.
• Assist personnel with data entry for job tasks.
• Maintain and update job files, controlled forms/logs.
• Order drawings for field/office personnel.
• Organize meetings including resources, prepare meeting materials, and take minutes as needed.
• Handle phones, copying, scanning, and shipping.
• Track PM schedule: set up meetings, travel, and catering.
• Manage documentation such as proposals, bid presentations, pre-qualifications, change orders, submittals, RFIs, and work orders.
• Process new hire materials and conduct on-board orientation and set up for all new employees.
• Manage and reconcile expense reports.
• Assist with any other tasks that are required.

Skills

Organizational skills

Time management

Project management

Communication

Education

High School Diploma or GED

Tools

MS 365

Word

Excel

Outlook

PDF Tools

JD Edwards

Job description

Posting Title: Administrative Assistant
Reports To: Senior Project Manager
Location: Santa Fe Springs, CaliforniaSalary Range: $19.00/hour to $31.25/hour

Final determination of a successful candidate's starting pay will vary based on a number of factors, including market location and may vary depending on job-related knowledge, skills, education and experience. The pay scale listed for this position is generally for candidates that meet the specified qualifications and requirements listed on this specific job description. We provide a competitive compensation package that recognizes your experience, credentials, and education alongside a robust benefits program to meet your needs. Our compensation reflects the cost of labor across several US geographic markets.

WHO WE ARE

Since 1954, Cupertino Electric, Inc. (CEI)has been powered by people who've built a reputation for delivering high-profile, complex projects. Real, tangible things that alter the landscape and improve lives. And we've done it with integrity for more than 70 years. We're problem solvers and innovation seekers. We're team players and safety fanatics. And we're proud to be part of Quanta Services (PWR:NYSE), North America's largest employer of skilled craft labor. Because what we do is important, but how we do it is everything.

THE COMMERCIAL TEAM

Our strong project management teams, dedicated in-house engineering resources and skilled union field staff work together seamlessly to deliver commercial projects that are as innovative and unique as the clients who build them.

ABOUT THE ROLE

We are seeking an organized and dynamic Administrative Assistant to provide daily support to the Southern California Office, specifically to the Commercial and Public Infrastructure Team. This role is vital in ensuring information flow between the office, field, vendors, and general contractors.

• General Office management, including but not limited to maintenance of office, organizing janitorial services, ensuring adequate office supplies, etc.
• Support the Commercial and Public Infrastructure team with project administrative tasks related to setting up projects, including information flow between office, field, vendors, and general contractors.
• Coordination of job start and job close.
• Contract routing
• Data entry for weekly field employee hours
• Assist personnel with data entry for job tasks
• Maintain and update job files, controlled forms/logs
• Order drawings for field/office personnel
• Organize meetings including resources (e.g. rooms, equipment, lunch, invitations, including contact with external parties etc.), prepare meeting materials, and take minutes as needed
• Handle phones, copying, scanning, and shipping
• Track PM schedule: set up meetings, travel, and catering
• Manage documentation such as proposals, bid presentations, pre-qualifications, change orders, submittals, RFIs, and work orders
• Process new hire materials and conduct on-board orientation and set up for all new employees.
• Manage and reconcile expense reports
• Assist with any other tasks that are required.
  

Skill: Applies acquired job skills and company policies and procedures to complete assigned tasks.

Job Complexity: Works on assignments that are semi-routine in nature but recognizes the need for occasional deviation from accepted practice.

Supervision: Normally follows established procedures on routine work, requires instructions only on new assignments.

ABOUT YOU

• Excellent organizational, time management, and project management skills
• Strong work ethic, self-motivation, and a proactive approach to task completion.
• Strong interpersonal and communication skills - verbal and written
• Superior personal computer and Windows skills, substantial experience with Microsoft 365 apps including Word, Excel, Outlook, and Adobe Acrobat/ Bluebeam Revu/ PDF Exchange; familiarity with JD Edwards

WHAT YOU WILL GAIN

As an Administrative Assistant, you have the chance to learn the nuts and bolts of our industry and build your professional network. You'll interact with teams across the organization and experience first-hand how decisions are made and how problems are solved. You get to play a key role in bridging the information flow between our office and field personnel, as well as engaging with vendors and general contractors.

MINIMUM QUALIFICATIONS

Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.

Education:

High School Diploma or GED required.

Licensure/Certifications:

None required.

Experience:

Two (2) years of administrative experience required. Experience in the construction industry preferred.

*Applicants must be authorized to work in the United States. This position is not eligible for sponsorship.

#LI-YT1

CEI is a place where every single person can-and does-have an impact on the work we do and the communities we serve. Here, you can build your own story and grow to your full potential. You can collaborate and celebrate with amazing people. And you'll go home every day knowing you helped contribute to important work that shapes people's lives. Our commercial, data center and energy projects may be complex, but our approach is simple. We build great things and we do it with great people.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department, program or project needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Cupertino Electric, Inc. (CEI) is proud to be an Equal Employment Opportunity and affirmative action employer. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability status, or any other applicable characteristics protected by law.

Cupertino Electric Inc. aims to make cei.com accessible to any and all users. If you have a disability or special need that requires accommodation to navigate our website or complete the application process, please contact us at [emailprotected] or 1-(877)-747-4CEI.