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Operations Assistant Position Description
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Job Title: Operations Assistant
Reports To: Executive Assistant
Location:Newport Beach (onsite)
McCarthy Building Companies, Inc. is one of America's premier commercial construction companies. Our reputation for tackling the toughest building challenges starts with our focus on building high-performing teams that collaborate with clients and industry partners starting in the earliest stages of design, throughout construction and beyond project completion. With offices and employees nationwide, we specialize in a wide range of project types including healthcare, education, renewable energy, marine, water/wastewater, commercial office and retail, hospitality/entertainment, and airports. Originally founded as a family business in 1864, today we are proud to be 100 percent employee-owned.
Summary:
The Operations Assistant will be the first point of contact for visitors and is expected to deliver exceptional, customer service assistance always.The priority for this role is to provide an overall welcoming environment to anyone who walks through our doors. The ideal candidate will be friendly, extremely professional, and service minded.
Reception Desk Coverage Responsibilities:
- Cultivate an atmosphere of openness and inclusivity for all external and internal partners and visitors, fostering a welcoming environment reflective of our organizational core values
- Welcome, check-in and log visitors in a warm and friendly manner, answer any inquiries, and guide visitors to the correct meeting spaces and parking assignments/validations.
- Exhibits reliability in attending all assigned shifts on time.
- Operate and maintain accuracy of the multi-line phone system.
- Answer and direct all incoming calls in a polite and professional manner and ensure callers get to the correct person.
- Promptly open, date stamp, sort and distribute all incoming mail. Scan mail to off-site partners as needed. Notify staff of incoming packages and ensure they are distributed.
- Prepare mail/packages to off-site projects and offices for all other mail via courier websites (UPS, FedEx, etc.). Assist staff with outgoing mail/packages.
- Maintain reception area and immediate surroundings in a safe and tidy manner.
- Operate office equipment and contact vendors for repairs as needed.
- Communicate regularly with office vendors (plants, coffee, repairs, etc.).
- Serve as main point of contact for internal partners having building issues and submit work orders to building management for repairs and access badges, vendor access.
- Inventory and stock office supplies order specialty items upon request.
- Maintain a positive working relationship with colleagues and leadership.
Administrative Support Duties:
- Perform various clerical and administrative duties to support the office.
- Manage email and mail correspondence.
- Maintain Outlook calendars for conference rooms and catering deliveries.
- Assist staff with booking conference rooms and set-up of conference rooms for specific meetings.
- Coordinate and support all internal events (Open House, client meetings, Bellringers, happy hours, etc.)
- Process invoices for payment.
Office Operations Support Duties:
- Order, maintain, stock and organize office spaces, and breakrooms, including the fridges, kitchens, and training rooms, to always ensure a business ready environment.
- Collaborate with building maintenance for cleaning and trash removal (before, during, and after office events).
- Facilitate the preventative and corrective maintenance of office appliances and assets through partnership with the appropriate departments.
- Arrange and oversee all internal meeting logistics, including lunches, refreshments, materials, and supplies.
- Maintain Outlook calendars for conference rooms and catering deliveries.
- Assist staff with booking conference rooms and set-up of conference rooms for specific meetings.
- Coordinate and manage all internal events (Open House, client meetings, Bellringers, happy hours, etc.)
- Coordinate with Marketing team to curate content for monitors in common areas and ensure accountability with weekly event calendars.
- Has an eye for cleanliness and organization, working with peers and direct supervisor to keep all facets of the office feeling client and partner ready.
- Engage in office holidays by participating in the coordination, setup, rotation, and removal of seasonal office holiday decor
- Take the lead in organizing certain internal office events, working closely with leadership on team-building initiatives and serving as the primary event planner, managing all associated arrangements and logistics.
- Other tasks and duties as assigned
Requirements and Qualifications
- Consistent friendly disposition and pleasant demeanor using tact, patience, and courtesy.
- Handle sensitive information in a confidential manner.
- Strong teamwork skills and adept at developing positive workplace relationships through networking, collaboration, and conflict management.
- Ability to work in a fast-paced environment.
- Flexible: respond calmly to shifts in direction, priorities, and schedules.
- Excellent organizational and communication skills.
- Great attention to detail for accuracy and aesthetics.
- Ability to prioritize several tasks to a successful completion with little or no supervision.
- Sharp problem resolution skills, proactive, strategic thinker, common sense.
- Professional and clean appearance.
- Customer-focused mindset.
- High School Diploma or higher.
- Prior administrative/clerical experience preferred.
- Computer proficiency (Microsoft Office Suite).
- Typing: 35-40 WPM.
Physical Requirements:
- Often prolonged sitting, standing, or walking
- Frequent use of hands and fingers
- Frequently lift 5 to 20 pounds and occasionally lift up to 50lbs.
- Ability to often stoop, reach, squat, bend and kneel
- Occasional pushing and pulling
Working Conditions
This position is located in Newport Beach, CA.
Office Hours will be Monday Friday 8:00 a.m. 4:30 p.m.
The above description ofjob duties is notexclusive orexhaustiveand the individual in this position will be required to undertake such tasks as may reasonably be expected within the scope and grading of the position.
The salary range for this position is: $55,000-65,000. depending on experience. Thisdoes not include possible bonus and other benefits which can impact total compensation. Compensation offered may vary based on work location, experience, qualifications, specialty, training, and market and business considerations, among other factors.
McCarthy is proud to be an equal opportunity and affirmative action employer regardless of race, color, gender, age, sexual orientation, gender identity, religious beliefs, marital status, genetic information, national origin, disability or protected veteran status.
