Employment Opportunities

Administrative Assistant (Part Time)

Summary:

Provides administrative assistance to relieve Heinaman Contract Glazing’s management team of clerical work and minor administrative and business detail by performing the following duties.

Essential Duties & Responsibilities:

• Distributes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer.
• Composes and types routine correspondence.
• Organizes and maintains file system, and files correspondence and other records.
• Answers and screens telephone calls in a courteous manner and forwards complete messages to the appropriate employees, promptly and consistently. Coordinates phone system maintenance and establishes guidelines and procedures to effectively utilize phone system/voice mail.
• Greets scheduled visitors and conducts to appropriate area or person.
• Arranges and coordinates travel schedules and reservations.
• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities.
• Makes copies of correspondence or other printed materials.
• Works with Accounting to manage/track incoming invoices.
• Prepares outgoing mail and correspondence including e-mail, faxes, and courier services. Prepares shipments with necessary labels.
• Orders and maintains supplies, and arranges for equipment maintenance.
• Establishes and maintains strong working relationships and effective communications (written and verbal) with office and field staff.
• Orders general liability and worker’s compensation insurance certificates.
• Maintains California and Nevada contractor licenses.
• Obtains and maintains city business licenses.
• Prepares the filing system for new projects.
• Assists management with special assignments as requested.
• Other duties may be assigned

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Associate’s degree (A.A.) or equivalent from two year college or technical school; or 2 years of related experience and/or training; or equivalent combination of education and experience.

Skills:

Ability to read and comprehend simple instructions, short correspondence. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to clients, clients, and other employees of the organization.   Must have strong computer skills in Microsoft Word, Excel and Powerpoint. 

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations my be made to enable individuals with disabilities to perform the essential functions

Job Order number must be indicated on your response. 

Please send résumé to: 

Heinaman Contract Glazing, Inc.
26981 Vista Terrace Drive, Suite E
Lake Forest, CA  92630

Or directly to:  Careers@heinaman.net