Job Description

Ultimate Staffing is proud to partner with a long-standing business seeking a proactive and detail-oriented Administrative Professional to join their close-knit office team. This role provides essential administrative support to estimators and office staff, helping to ensure smooth day-to-day operations in a busy and collaborative environment.

Key Responsibilities

• Provide administrative support to estimators/salespeople
• Answer and direct incoming calls; manage incoming emails, including shared mailboxes
• Create and send proposals using QuickBooks Desktop
• Activate new jobs in QuickBooks and generate weekly reports for management
• Maintain organized filing systems and order office supplies as needed
• Manage and update the sales bidding calendar
• Assist in identifying bid opportunities on municipal and town websites
• Follow up on submitted bids to determine outcomes
• Monitor and follow up on aging accounts receivable
• Attend weekly in-person office meetings
• Take on additional tasks as the role evolves and the company continues to grow

Qualifications

• 2+ years of experience in an administrative or office setting preferred
• QuickBooks Desktop experience required
• Strong organizational and time management skills
• Comfortable with online research and navigating municipal websites
• Detail-oriented, reliable, and proactive in a fast-paced environment

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county , to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

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