Corporate Administrative Assistant

Published: 6/14/2022

Job Description

CORPORATE ADMINISTRATIVE ASSISTANT (IN-OFFICE)

JOB DESCRIPTION:

Under general direction from executive management, project management and other staff members, this Part-Time position performs general administrative, and clerical functions, including other high-level administrative functions, such as; receiving, recording, SharePoint file coordination and proofreading duties. Reviews and processes incoming and outgoing mail, maintains files, responds to and/or routes external/internal customer calls/inquiries, prepares reports through automated/manual methods. Prepares, edits, scans and finalizes documents, reports, memos and correspondence. Delivers and receives documents for recording by implementing Spectrum Tracking and Reporting System (STARS), Excel, SharePoint and Google Docs.

ESSENTIAL FUNCTIONS:

Communicates directly with Company Management, customers and clients. Provides updated information as required. Researches, coordinates, and finalizes complex assignments. Makes adjustments to schedules as deemed appropriate. Performs all general description tasks with a high level of professionalism and confidentiality.

Prepare, edit and submit documents for recording to several County Recorder’s offices
Provide follow-up and status of documents rejected by Recorder’s offices
Scan, file and distribute documents as needed to the Spectrum Right-of-Way Team
Assist the Right-of-Way Team and Spectrum Management as needed
Maintain and manage multiple tracking spreadsheets
Maintain and track corporate certificates of insurance and other time sensitive activities
Order office supplies and handle general office management responsibilities
Download and organize SharePoint requests to server and shared folders.
Prepare work order jacket/ print required documentation for SCE retention file
Prepare hard copy easement packages for mailing, USPS, FedEX or certified mail
Mail incomplete original easement documents back to property owners, when requested, for further remediation
Data entry into STARS with email communication to appropriate planners, as per R/W info submitted.
Facilitate formal “Close out” of acquisition files for agents and project managers.
Facilitate “Close out” of shared folders with required SCE retention file communication (scan folder, project clearance emails, etc.)
Review notarized documents for accuracy and communicate any discrepancies to agents and project managers
Coordinate/ communicate requirements needed to finalize/ record easement documents to SLS back-office staff (notary clarify forms, rejected easement documents, project details in order to finalize DS#’s, etc.).
Search internet sites for landowner's phone numbers and other contact information
Prepare the monthly 365-day tracking report with communication from agents and project managers
Certification as a California Notary Public will be required shortly after job assignment

REQUIRED SKILLS:

Highly proficient in operating office equipment and maintaining electronic and hard copy filing systems
Broad knowledge of personal computer and applicable software including Google Docs, Microsoft Suite and SharePoint
Highly organized with multi-tasking expertise and possess the ability to manage a wide range of office tasks
Must demonstrate exceptional verbal and written communication skills
Must be extremely detail oriented, have excellent organizational skills and work effectively under pressure and deadlines

PREFERRED QUALIFICATIONS:

A California Notary Certification
A college Associates degree or Bachelor’s degree
A minimum of 3yrs of progressive experience as an administrative assistant in a professional office environment
Must pass a standard background check and possess a valid driver’s license and automobile insurance
Must be able to work at the corporate office in Anaheim M-F 8am-5pm (remote work is not available for this position)

\nCompany Description

Spectrum Land Services, Inc. is a leading right-of-way consulting company in Southern California. We are seeking a qualified and experienced administrative professional. This is an excellent opportunity for a highly motivated individual looking to be a part of a stable, well established company. We offer a comprehensive benefits package including paid sick leave and a matching 401K plan to all eligible employees. This Part-Time position is expected to transition into a Full-Time position after a period of time.