Administrative Assistant Job at Vienna Tile & Stone LLC in Petaluma

Director of Operations @ Vienna Tile & Stone LLC | Driving Operational Excellence | Sales Leadership

Company Description

Vienna Tile and Stone is renowned for its quality tile and stone installations, emphasizing detail and aesthetics. By combining traditional methods with the latest products and technologies, including the use of reclaimed and recycled materials, we achieve complex and specialty designs. As a second-generation artisan tile company, Vienna Tile and Stone is committed to professionalism and consistently exceeding customer expectations. We look forward to discussing your future projects.

Overview

We are seeking a highly organized and detail-oriented Administrative Assistant to provide critical support to our team. This role serves as the backbone of our administrative operations and will be key in ensuring the accurate and timely management of our employee records and payroll processes. The ideal candidate is proactive, possesses excellent communication skills, and is dedicated to maintaining strict confidentiality.

Responsibilities

• Administrative Support
  • Manage and maintain executive and/or departmental calendars, schedule meetings, and coordinate travel arrangements.
  • Prepare and edit correspondence, presentations, and reports.
  • Manage office supplies inventory and place orders as needed.
  • Coordinate internal and external communications, including phone calls and email correspondence.
  • Organize and maintain both digital and physical filing systems.
  • Assist with the coordination of company events, meetings, and team activities.
• Payroll & HR Support
  • Full Payroll Processing: Own the end-to-end payroll process for 52 employees, including collecting and verifying time and attendance data, processing deductions, and ensuring timely submission.
  • Data Entry & Auditing: Accurately enter and maintain employee data in the payroll system (e.g., new hires, terminations, salary changes, tax forms).
  • Benefits Administration Support: Assist the HR team with open enrollment, new hire benefit education, and reconciling benefit invoices against payroll deductions.
  • Record Maintenance: Ensure all employee records, both physical and digital, are complete, accurate, and compliant with state and federal regulations.
  • Generate and analyze payroll-related reports as requested by the Finance or HR departments.
  • Serve as the primary point of contact for routine employee questions regarding pay and basic benefits.
  • Assist with the onboarding and offboarding process for employees, ensuring all necessary documentation is completed.

Qualifications

• 2-3+ years of proven experience in an Administrative Assistant or similar role.
• Previous experience handling or supporting payroll processes.
• Proficiency in Google G Suite or Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with ADP is a strong plus.
• Exceptional attention to detail and a high degree of accuracy is essential.
• Demonstrated ability to handle confidential information with discretion and integrity.
• Excellent written and verbal communication skills.
• Bilingual (Spanish/English) is preferred.

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