Executive Assistant, Office Manager

  • Pacific Play Systems, Inc.
  • Carlsbad, CA 92103
  • Feb 04, 2020
Full time Executive General Business Management

Job Description

Executive Assistant, Office Manager

Carlsbad distributor of commercial playground equipment is seeking to hire an experienced Executive Assistant, office manager to join our team and provide administrative support to the President and assist with the management of our team. The ideal candidate shall be highly motivated, organized and self-driven. Prior experience in sales management or exposure to the construction industry is desired, but not mandatory.

Responsibilities will include:

  • Research the industry and become knowledgeable about our products and services
  • Assist the President with the daily management of staff, vendors and subcontractors
  • Manage staff, payroll, track employee’s hours and benefits
  • Attend to general administrative tasks, management of accounts receivables
  • Create billings and assist company in collection of accounts receivable
  • Generate certificates of insurance, prepare prelim notices, review contracts
  • Trouble shoot and solve logistics and other issues
  • Coordinate shipments between company, suppliers, installers and clients
  • Create purchase orders to suppliers, vendors and subcontractors
  • Answer incoming calls, pitch our products and services to potential clients
  • Route calls to the appropriate staff members
  • Research, monitor and track bids, help with the bid process

QUALIFICATIONS

  • Proficiency with MS Office is required, experience with Quick Books is preferred
  • Ability to communicate effectively, particularly on the telephone with strong writing skills
  • Ability to take control of situations and help with the management of staff and others
  • Ability and confidence to push back in a professional manor on staff, vendors & subcontractors
  • Attention to detail, excellent organizational skills, and discretion with confidential information
  • Have the ability to work without supervision in a busy office environment and get things done
  • Experience managing subcontractor’s Federal as well as DIR Certified Payroll Reports (Preferred)
  • Experience utilizing marketing and CRM software and use of social media (Preferred)
  • Superior research and analytical skills, digital marketing and social networking postings

EDUCATION & EXPERIENCE

  • Bachelor’s degree from an accredited program (Preferred)
  • Administrative experience: Minimum of 3-5 years (Preferred)
  • Work in sales, Design or Construction Industry: Minimum of two years (Preferred)

Compensation:

  • DOE plus potential commission for extra effort and room for growth
  • Flex hours, paid vacation, holidays and sick pay, eligible for participation in our retirement plan, once qualified.