Position Title: Administrative Assistant

Employee Classification: Non-Exempt

Position Summary/General Description:

The Administrative Assistant will provide general administrative and clerical support to operations while maintaining the front desk reception area. The incumbent must be resourceful and have the ability to multi- task to effectively assist a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize a diversified workload, and recommend changes in office practices or procedures.

Essential Duties & Responsibilities:

• Provide general administrative and clerical support for the front desk reception area (e.g., greet visitors and employees (customers) in a welcoming, friendly and professional manner both in person and telephonically, operate a multi-line telephone, maintain email correspondence, and process mail inclusive of routing mail to corporate and other sites).
• Provide support in the delivery of administrative and clerical services. Provide comprehensive support to Field and Administration day-to-day operations (e.g., make photocopies, file, maintain and process and electronic and hard copy documents, draft correspondence, arrange meetings, process confidential reports and documents, and track deadlines).
• Adhere to and maintain familiarity with corporate policies and procedures and standard operating procedures.
• Assist with administration of operations programs and coordination of events or programs and recommend resources, as needed.
• Assist with the presentation orientation or trainings, when necessary, and prepare training materials for various trainings.
• Communicate effectively both verbally and written.
• Ability to be flexible and set priorities on work assignments while adapting to ever-changing directives, culture and expectations.
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Schedule and organize complex activities such as meetings, travel, conferences and department activities for all members of the department.
• Proofread documents for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• File, research and retrieve information from operations records, manual and/or computer automated files according to established office procedures.
• Take meeting minutes when required.
• Maintain confidentiality when dealing with business information and corporate records.
• Exercise tact, courtesy and initiative in handling routine problems.
• Build and maintain relationships with internal and external customers through sincere and meaningful interactions.
• Maintain comprehensive knowledge of services and activities and maintain general knowledge of activities within the Corporation to answer questions internal and external customers may have.
• At all times maintain a courteous, positive, and professional working relationship with all personnel and the general public.
• Work independently and within a team on special nonrecurring and ongoing projects.
• Maintain regular and punctual attendance.
• Dress and present self in a professional manner.
• Perform additional duties and responsibilities as necessary or assigned.

Education & Experience:

• High school diploma or GED Certificate required.
• Minimum of three (3) to five (5) years of relevant work experience required.
• Construction industry experience is a plus.
• Knowledge and understanding of contractor’s estimates, project closeout and material clearance highly desirable.
• Excellent communication skills, problem-solving skills, and critical thinking are an absolute must!
• Must be able to work in a small office environment with minimal supervision.

Computer Equipment & Software:

• Proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Ability to type 60-75 WPM accurately.
• Ability to operate a multi-line telephone system.

Other Requirements:

• Must be able to pass a pre-employment drug and alcohol screen.