Operations Assistant

Newport Beach, CA, USA|Onsite

Job Overview

Employment Type

Full-time

Part-time

Temporary

Hourly

Internship

Consulting

Compensation

Type:

Salary

Rate:

Range $55,000.00 - $65,000.00

Benefits

Competitive salary range

Employee ownership culture

collaborative work environment

opportunities for professional development

Paid Time Off

Health Insurance

Equal opportunity employer

Job Description

McCarthy Building Companies, Inc. is a leading American commercial construction company known for its excellence and commitment to quality since its founding in 1864. As a 100 percent employee-owned company, McCarthy has built a legacy of trust and high performance by consistently tackling challenging construction projects across a variety of sectors. Their expertise spans healthcare, education, renewable energy, marine, water and wastewater, commercial office and retail, hospitality and entertainment, and airports. McCarthy's focus on collaboration drives the formation of high-performing teams who work closely with clients and industry partners from the earliest design stages through to project completion.

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Job Requirements

Consistent friendly disposition and pleasant demeanor using tact, patience, and courtesy
Handle sensitive information in a confidential manner
Ability to prioritize several tasks to a successful completion with little or no supervision
Ability to often stoop, reach, squat, bend and kneel
Often prolonged sitting, standing, or walking
Frequent use of hands and fingers
Frequently lift 5 to 20 pounds and occasionally lift up to 50lbs
Occasional pushing and pulling
Flexible and respond calmly to shifts in direction, priorities, and schedules
Great attention to detail for accuracy and aesthetics

Job Qualifications

High school diploma or higher
Prior administrative/clerical experience preferred
Computer proficiency (Microsoft Office Suite)
Typing speed 35-40 WPM
Strong teamwork skills
Excellent organizational and communication skills
Ability to work in a fast-paced environment
Flexible and adaptable to shifts in priorities
Sharp problem resolution skills
Professional and clean appearance
Customer-focused mindset

Job Duties

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
Exhibit 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
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
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
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

Job Location

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