POSITION DESCRIPTION

Black Diamond Paver Stones & Landscape, Inc. is looking for a proactive Office Coordinator to ensure a smooth-running office, as well as support the executive team with scheduling and other duties. This proactive, multi-tasking assistant reports directly to both the President/CSO and the CEO and is responsible for performing a number of administrative and office management duties. The assistant acts as their “right-hand person” and attends to the day-to-day functions of their roles, enabling them to advance company initiatives and focus on high-level leadership and strategy. They also take control of office management including supply ordering, office upkeep, mail and shipping, reception duties, etc. The successful candidate is highly organized and detail oriented with excellent written and verbal communication skills, and has the ability to learn new tasks quickly.

POSITION RESPONSIBILITIES

Work directly with the executives to support all aspects of their daily work routines

• Manage executive and company events calendar and scheduling; exercise discretion in committing time and evaluating needs.
• Schedule and coordinate meetings and appointments including gathering documents and attending to logistics of meetings; assist in the preparation and distribution of meeting agendas and materials.
• Attend meetings and take notes of discussion; prepare minutes and summaries.
• Keep the executives advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Provide coordination, monitoring and communication of projects and programs managed by the executives, including running reports and analytics.
• Prioritize and ensure all matters are handled in a timely manner.
• Compose and prepare communications relating to routine correspondence for the executives.
• Prioritize emails and respond when necessary.
• Serve as a liaison between the executives, BD staff and the public, including answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Coordinate their work with other BD staff/departments as needed.
• Maintain and update various reports as directed by the executive management.
• Make travel and/or meal arrangements; order lunches.
• Provide general administrative support duties for the CEO.

Office Management

• Greet visitors and guests who enter the office.
• Manage the office and ensure supplies and equipment are stocked and available.
• Maintain files for office maintenance; act as the point of contact for property management.
• Handle printing, faxing, mail, packages, copying and filing.
• Maintain BD’s insurances and business license(s) and compliance with laws & regulations.
• Answer and respond to phone calls.

Other Duties

• Oversee crew onboarding.
• Maintain various records and documents for the company.
• Prepare, reconcile, and submit expense reports.
• Run daily reports as assigned.
• Maintain paper and electronic filing systems.
• Oversee and/or execute special projects as requested.
• Other duties as assigned from time to time, including supporting other departments as needed.

REQUIREMENTS AND CORE COMPETENCIES

• 2+ years’ experience in office and/or executive support.
• Superior verbal and written communications and presentation skills, team building, and interpersonal skills to work across multiple departments.
• Adaptability, initiative and ability to adjust to mid-flight changes.
• Strong time management skills.
• Proactive and proven ability to problem solve.
• Excellent attention to detail; forethought and follow-up skills are essential.
• Proficiency in Google Suite and Excel.
• Previous industry and expansion experience is a plus.
• BA preferred.

Benefits

• Medical insurance with company contribution
• Dental insurance paid 100% for employees
• Vision insurance paid 100% for employees
• Paid vacation, sick time, and holidays
• 401(k) with company match

Since 2004, our company has helped 5,000+ homeowners transform their outdoor living environments while achieving an A+ rating with the Better Business Bureau, an excellent reputation on YELP and Angie's List, as well as maintaining a Diamond Certification. We have multiple satellite offices throughout the Bay Area, Sacramento & Southern California. To learn more about our company, please visit our website at: www.BlackDiamondLandscape.com.

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• San Jose, CA 95125: Reliably commute or planning to relocate before starting work (Required)

Work Location: One location

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