Job Description

Job Description

Job Description

ADMINISTRATIVE ASSISTANT – HUNTINGTON BEACH, CALIFORNIA

WEBCO HR, Inc. is seeking an Administrative Assistant to provide Construction Sales Office Support for one of our clients located in Huntington Beach, California.

SUMMARY:

The Administrative Assistant will be responsible for supporting daily office operations, ensuring the smooth and efficient running of the office. A significant portion of this role (40% or more) will be dedicated to supporting the Sales Department, including data input, customer contact, and responding to customer requests. Strong organizational and communication skills are crucial, as the role involves regular interaction with staff, customers, and external parties.

KEY RESPONSIBILITIES:

· Perform general office duties, including answering phones, managing emails, and greeting visitors.

· Maintain office supplies by checking inventory and ordering items.

· Assist in the preparation of regularly scheduled reports.

· Develop and maintain a filing system.

· Book travel arrangements and schedule meetings and appointments.

· Provide administrative support to ensure efficient operation of the office.

· Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.

· Handle sensitive information in a confidential manner.

· Coordinate office procedures and assist with office layout planning and office moves.

· Develop and update administrative systems to make them more efficient.

SALES SUPPORT RESPONSIBILITIES:

· Input and manage sales data in CRM systems.

· Contact customers for information and follow-up on inquiries.

· Respond to customer requests and provide information as needed.

· Assist the Sales Team with preparing proposals, quotes, and sales documents.

· Schedule and coordinate sales meetings and customer site visits.

· Maintain and update customer records and sales databases.

· Provide administrative support to the Sales Team to ensure seamless sales operations.

REDQUIREMENTS

· High School diploma: additional education including the completion of college level coursework would be a big plus.

· Proven administrative or assistant experience, with a focus on sales support preferred.

· A minimum of 5 years of experience in an administrative role.

· Knowledge of office management systems and procedures.

· Proficiency in MS Office (MS Excel, MS Word, and MS Outlook, in particular).

· Excellent time management skills and the ability to prioritize work.

· Attention to detail and problem-solving skills.

· Excellent written and verbal communication skills.

· Strong organizational skills with the ability to multi-task.

· Proficiency in MS Office Suite (Word, Excel, Outlook).

· Strong time management skills.

· Excellent communication skills, both written and verbal.

· Ability to handle confidential information with discretion.

· Problem-solving skills and attention to detail.

· Ability to work independently and as part of a team.

· Experience in an administrative role within a construction or manufacturing environment preferred.

· Familiarity with office management software and basic bookkeeping procedures.

· Knowledge of project management and/or customer service principles is a plus.

COMPENSATION AND BENEFITS:

· Competitive wage range of $19 to $26.44 hourly, based on experience.

· Comprehensive benefits package including health insurance, paid vacation, sick days, holidays, and opportunities for professional development and education.

THE COMPANY:

Our client has been a leader in the waste and linen chutes industry for 90 years. Operating under several DBAs, including Chutes, Compactors, Recycling Systems, e-commerce parts and repair services. They pride themselves on quality, innovation, and exceptional customer service. They have provided a continuous evolution in business and industry-leading design, engineering, manufacturing, installation, and consulting. They are the nation's largest firm and the market's preferred supplier and contractor of all things linen and waste chutes, waste compactors, and related equipment.

WEBCO HR, Inc. is seeking a Project Coordinator for one of our clients located in Huntington Beach, California.

SUMMARY:

The Project Coordinator will be part of a team which is responsible for the precise and timely organization of construction documentation. This position provides administrative support to the Project Manager and Operations Manager.

Project Coordinators are responsible for managing multi-step/phase orders in the new construction industry, ensuring each step from order entry to handoff to fulfillment is completed on time. This includes coordinating and issuing submittal drawings, scheduling site visits, and collaborating with detailers, purchasing, and field representatives to ensure project success. Strong written and verbal communication skills are crucial, as the role involves regular interaction with customers to reinforce and enhance company relationships. This role requires strong organizational skills, attention to detail, and the ability to work collaboratively with cross-functional teams to ensure projects are completed on time. Experience in multi-story, multi-family construction projects are required.

RESPONSIBILITIES:

· Plan, coordinate, and monitor project progress, addressing issues as they arise.

· Coordinate with clients to define project requirements, scope, and objectives, ensuring their needs are met throughout the project.

· Serve as the primary liaison between our client’s subcontracting team and general contractors, maintaining clear, effective communication and collaboration.

· Prepare and maintain project documentation, including plans, reports, and submittal drawings.

· Schedule field representatives for site measurements and meetings with site personnel.

· Collaborate with detailers and the purchasing department to ensure timely ordering of materials.

· Use project management tools to track performance and ensure timely completion of each project phase.

· Provide administrative support and address customer concerns, maintaining control of the order until handoff to fulfillment and billing.

· Communicate effectively with customers to reinforce and enhance the company’s relationships.

· Manage project details, schedules, changes, and documentation, ensuring alignment with general contractors' expectations.

· Support the Project Manager, contributing to the Order Management and Fulfillment departments' efforts for streamlined project execution.

· Utilize technologies like MS Office Suite, Fishbowl Inventory, MS Teams, ZoHo CRM, and Bluebeam to manage and document project activities.

· Emphasize attention to detail and critical thinking in all communications and project documentation.

· Build and sustain professional relationships based on trust and reliability with general contractors.

· Follow up on documents, drawings, change orders and project correspondence. Process and store digital and physical documents by project.

· File and organize project documentation as needed.

· Perform special tasks and projects as required.

REQUIREMENTS:

· A Bachelor of Science degree in Business Administration, Management, or a related field.

· Minimum of 5 years of experience in project coordination or a similar role, with a focus on new construction projects.

· Experience in a similar role within the subcontractor segment of the multi-family construction industry.

· Experience in multi-story, multi-family construction projects.

· Exceptional verbal and written communication skills, with a proven track record of effective customer and partner liaison.

· Strong organizational skills, attention to detail, and the ability to think critically under pressure.

· Great multitasking skills.

· Strong interpersonal skills and a customer-focused attitude.

· Based nearby or willing to relocate to Huntington Beach, California.

· Flexibility to adapt to project demands.

· Ability to work in a fast-paced, self-directed environment and prioritize multiple high-priority projects to ensure all deadlines are met.

· Ability to work under pressure and meet deadlines.

· Enjoy speaking with customers and reinforcing customer relationships.

PERFORMANCE METRICS:

· Timeliness and accuracy of project deliverables.

· Client satisfaction and feedback.

· Quality and completeness of project documentation.

· Effective communication and collaboration with team members and customers.

OPPORTUNITIES:

· Potential to advance to Senior Project Coordinator or Project Manager.

· Opportunities for continuous professional development and training.

· Participation in high-impact projects and initiatives.

COMPENSATION:

· $24.00 - $33.65 per hour

· Benefits

THE COMPANY:

Our client has been a leader in the waste and linen chutes industry for 90 years. Operating under several DBAs that provide customers with Chutes, Compactors, Recycling Systems and e-commerce parts and repair services. They pride themselves on quality, innovation, and exceptional customer service.

Four generations of the family have provided a continuous evolution in business and industry-leading design, engineering, manufacturing, installation, and consulting. The Company and its subsidiaries, represent the nation's largest firm and the market's preferred supplier and contractor of all things linen and waste chutes, waste compactors, and related equipment.

As a family-based business, they know success lies in a supportive, active, and cohesive team environment that crosses all levels and departments. Your fit with the team is as important as your work.

WEBCO HR, Inc.

wayne@webcohr.com

951-893-1386

WEBCO HR, Inc. is an Equal Opportunity Employer

WEBCO HR, Inc. is an Equal Opportunity Employer

Founded in 2005, WEBCO HR, Inc. is an industry leader in providing the highest quality of Human Resources Consulting and Outsourcing services to companies of all sizes nationwide. With our Corporate Offices located within the Inland Empire of Southern California, we are staffed with dedicated professionals offering our clients personalized assistance with all their Human Resources, Executive Search and Staffing needs.

Company Description

Founded in 2005, WEBCO HR, Inc. is an industry leader in providing the highest quality of Human Resources Consulting and Outsourcing services to companies of all sizes nationwide. With our Corporate Offices located within the Inland Empire of Southern California, we are staffed with dedicated professionals offering our clients personalized assistance with all their Human Resources, Executive Search and Staffing needs.

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