Administrative Office Assistant

Los Loza Inc. is a dynamic and growing landscaping company committed to creating outdoor spaces that exceed our clients' expectations. We are currently seeking a detail-oriented and organized individual to join our team as an Administrative Office Assistant to work part-time (24-32 hours/week) in our office, Monday-Friday 8 am-3:30 pm (flexible). If you thrive in a fast-paced environment, possess excellent communication skills, and are adept at multitasking, we encourage you to apply.

Location: Castro Valley, CA

Position:Administrative Office Assistant

Primary Responsibilities:

Prepare and Respond to Client Emails:

• Manage incoming client emails promptly and professionally.
• Provide timely and accurate responses to client inquiries and requests.

Prepare and Maintain Required Documentation:

• Compile and organize necessary documentation when contracts are awarded.
• Ensure all paperwork is complete and filed appropriately for future reference.

Communicate with Vendors and Place Orders:

• Collaborate with vendors to obtain quotes and information on job materials.
• Place orders for materials, ensuring timely delivery and adherence to project schedules.

Track Status of Multiple Jobs:

• Implement an effective tracking system to monitor the progress of ongoing projects.
• Provide regular updates to management on the status of various jobs.

Join Pre-construction Work Meetings:

• Participate in pre-construction meetings to understand project requirements and timelines.
• Take detailed notes and communicate relevant information to management.

Attend Job Walkthrough Meetings:

• Attend on-site job walkthrough meetings when necessary.
• Document important details and relay information to the appropriate parties.

Prepare Submittals for Client Approval:

• Create comprehensive submittal packages for client review and approval.
• Ensure all necessary documentation is included and meets company standards.

Other Responsibilities:

• Answer incoming phone calls in a professional manner representative of our services
• Maintain office calendar, help coordinate meetings, and proactively assist in other administrative tasks
• Help develop administrative functions and continuously search for areas for improvement
• Maintain a clean, organized, and professional workspace
• General office-related duties and special projects as assigned

Skills and Qualifications:

• Previous experience in an administrative role, preferably in the landscaping industry.
• Goal-oriented with a strong desire to learn
• Strong organizational and multitasking abilities.
• Excellent communication skills, both written and verbal.
• Proficient in Microsoft Office Suite (Word and Excel).
• Detail-oriented with a high level of accuracy.
• Ability to work independently, highly self-motivated with strong integrity and work ethic
• Ability to manage multiple projects at once

Language Skills: Bilingual English/Spanish Required

Los Loza Inc. is an equal-opportunity employer. We encourage candidates from all backgrounds to apply.

Note: The job responsibilities and qualifications are subject to change based on the company's needs and priorities.

Job Type: Part-time

Pay: $23.00 - $26.00 per year

Expected hours: 24 – 32 per week

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• 4 hour shift
• 8 hour shift

Work Location: In person