McCarthy Building Companies, Inc.POSITION SUMMARYThe Operations Assistant serves as the first point of contact for all visitors and plays a critical role in creating a welcoming, professional, and service-oriented office environment. This position is responsible for front desk reception, administrative support, and day-to-day office operations to ensure a business-ready workplace that reflects our core values. The ideal candidate is friendly, highly professional, detail-oriented, and thrives in a fast-paced, people-focused environment.
RESPONSIBILITIESReception & Front Desk Operations- Cultivate an atmosphere of openness, inclusivity, and professionalism for all visitors, internal partners, and external stakeholders.
- Welcome, check in, and log visitors in a warm and friendly manner; answer inquiries and direct visitors to meeting spaces and parking assignments or validations.
- Serve as the primary operator of the multi-line phone system, answering and directing incoming calls in a polite and professional manner.
- Demonstrate reliability by attending all assigned shifts on time.
- Maintain a clean, safe, and organized reception area and immediate surroundings.
- Open, date stamp, sort, scan, and distribute incoming mail; notify staff of incoming packages and ensure timely distribution.
- Prepare and coordinate outgoing mail and packages using courier services (UPS, FedEx, etc.) and assist staff with shipping needs.
- Operate office equipment and coordinate vendor repairs as needed.
- Communicate regularly with office vendors, including plants, coffee service, repairs, and building services.
- Serve as the primary point of contact for building-related issues, submitting work orders to building management and coordinating access badges and vendor access.
Administrative Support- Provide general clerical and administrative support to the office.
- Manage incoming and outgoing email and mail correspondence.
- Maintain Outlook calendars for conference rooms and catering deliveries.
- Assist staff with booking and setting up conference rooms for meetings.
- Process invoices for payment in a timely and accurate manner.
- Support internal events, including Open Houses, client meetings, Bellringers, and happy hours.
Office Operations & Event Support- Maintain and stock office spaces, breakrooms, kitchens, fridges, and training rooms to ensure a consistently business-ready environment.
- Coordinate with building maintenance for cleaning and trash removal before, during, and after office events.
- Support preventative and corrective maintenance of office appliances and assets in partnership with appropriate departments.
- Arrange and manage internal meeting logistics, including lunches, refreshments, materials, and supplies.
- Coordinate and manage internal events, serving as a primary planner for select team-building initiatives in collaboration with leadership.
- Partner with the Marketing team to curate content for office monitors and maintain weekly event calendars.
- Maintain high standards for cleanliness, organization, and aesthetics throughout the office.
- Coordinate seasonal office dcor, including setup, rotation, and removal.
- Perform additional duties and special projects as assigned.
QUALIFICATIONS- Consistently friendly and professional demeanor with strong customer-service orientation.
- Ability to handle sensitive and confidential information with discretion.
- Strong teamwork and relationship-building skills, including collaboration and conflict management.
- Ability to work effectively in a fast-paced environment.
- Flexible and adaptable; responds calmly to changing priorities, direction, and schedules.
- Excellent organizational, communication, and attention-to-detail skills.
- Ability to prioritize multiple tasks and complete work with minimal supervision.
- Proactive problem-solver with sound judgment and common sense.
- Professional and polished appearance.
- High School Diploma or higher.
- Prior administrative or clerical experience preferred.
- Proficiency in Microsoft Office Suite.
- Typing speed of 3540 WPM.
- Ability to frequently sit, stand, or walk for extended periods.
- Frequent use of hands and fingers.
- Ability to frequently lift 520 pounds and occasionally lift up to 50 pounds.
- Ability to stoop, reach, squat, bend, kneel, push, and pull as required.
McCarthy is proud to be an equal opportunity employer, including disability and protected veteran status.
Equal employment opportunity, including veterans and individuals with disabilities.
PI282131289
