A local client is looking to hire a proactive Administrative Assistant to join our team and support both general office and administrative operations at our Hayward office, with occasional support for the San Jose office. This role is vital to maintaining office efficiency and ensuring seamless coordination of administrative tasks in a dynamic construction industry environment.

Responsibilities:
General Office:
- Serve as Front Desk/Reception, answering phones and managing communication.
- Handle incoming and outgoing mail and deliveries.
- Maintain the upkeep of the front office, kitchen, and conference room.
- Manage and order office and kitchen supplies for both the Hayward and San Jose offices.
- Keep copier/scanner email accounts updated.
- Order lunches/snacks for Hayward and San Jose offices as needed.
- Assist with LLB/DB production when required.

Administrative Assistance:
- Respond promptly to prelien requests.
- Obtain and manage insurance certificates and renewals.
- Update and track Current Projects for master subcontracts, work authorizations, and insurance compliance.
- Use DocuSign to send, process, and return contracts, ensuring accurate documentation in GCPay and appropriate job folders.
- Monitor subcontractors’ insurance (GL and Workers' Comp) for compliance and ensure timely updates in GC Pay, Vista, and project folders.
- Verify job-specific insurance certificates for accuracy, including job details.
- Maintain Superintendent container database and tool tracking.
- Oversee DMV registration renewals and other routine administrative tasks as assigned.


Qualifications:
- At least 2 years of administrative or office coordination experience, ideally within the construction industry.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment; experience with DocuSign is a plus.
- Excellent organizational skills, with the ability to multitask and meet deadlines in a fast-paced environment.
- Strong attention to detail and accuracy in data entry and document management.
- Exceptional written and verbal communication skills.
- A professional and friendly demeanor paired with excellent customer service capabilities.
- Self-motivated, independent, and a strong team player.
- Willingness to work on-site at the Hayward office with occasional support for the San Jose location.
- Ability to handle confidential and sensitive information appropriately.


This is a great opportunity to join a dynamic team and contribute to the success of our operations. If you're organized, detail-oriented, and thrive in a team-oriented environment, we encourage you to apply!


EEO/AA Employer/Vet/Disabled.

The Know Your Rights poster is available here:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here:
https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, the Company is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.
https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.