Administrative Assistant

Job Overview:
The Administrative Assistant is responsible for supporting the day-to-day operations of the office and ensuring a welcoming, organized, and well-maintained workplace. This position serves as the primary point of contact for visitors and deliveries, including greeting guests, managing visitor sign-in and badges, accepting and distributing deliveries, and handling incoming mail. The Administrative Assistant monitors and maintains inventory of office, kitchen and conference room supplies ensuring these areas remain adequately stocked.

Essential Duties and Responsibilities:

• Provide administrative and clerical support to the Vice President of Construction, including preparing copies, meeting agendas, procedures, and other requested documents.
• Coordinate travel reservations and other travel-related arrangements as needed.
• Maintain and update the Vice President of Constructions job status board and other project-related tracking tools.
• Attend designated meetings and accurately record, prepare, and distribute meeting minutes, including bi-weekly PM meetings, bi-weekly Gemstone meetings, leadership meetings, and other meetings led by the Project Manager.
• Assist with general administrative tasks and special projects as assigned.

General Office Administration

• Serve as a primary point of contact for office visitors by answering the door, greeting visitors, reviewing visitor sign-in procedures, and issuing visitor badges.
• Receive, sort, and distribute incoming deliveries and packages to the appropriate employees.
• Monitor office supply inventory and place orders as needed to maintain adequate supplies.
• Monitor, order, and maintain inventory of coffee, beverages, snacks, kitchen supplies, and other office refreshments.
• Maintain adequate paper and supplies for office copiers and printers.
• Maintain the office vacation and days-off calendar.
• Retrieve and distribute incoming mail.
• Coordinate water cooler deliveries and maintain adequate water supplies.
• Coordinate office repairs and maintenance with the landlord and appropriate service providers.
• Monitor copier toner and coordinate routine copier maintenance and service as needed.
• Coordinate office events and activities, including employee lunches, holiday parties, and team-building events.
• Assist employees with outgoing shipments by packaging and labeling items, delivering packages to the post office or mail center, and scheduling carrier pickups as needed.

Superintendent and Field Staff Support

• Process and organize AMX and Mastercard receipts with supporting documentation for superintendents.
• Enter and maintain daily logs and related information in Procore.
• Provide administrative support to superintendents and field personnel.
• Assist superintendents and field staff with administrative and operational issues, including email and telephone issues, paperwork, and communication with the main office.
• Coordinate the delivery and receipt of paperwork and documents between field offices and the main office.
• Assist with drug testing coordination and related administrative requirements.
• Provide travel assistance and coordination for employees required to work outside their normal work location.
• Prepare copies and other general paperwork for superintendents and field personnel.
• Provide additional administrative support to field staff and superintendents as needed to facilitate efficient day-to-day operations.

Join us to be part of a vibrant team that values your skills and dedication! We are committed to creating an inclusive environment where your organizational talents can shine while supporting our mission of delivering exceptional service.

Pay: $20.00 - $28.00 per hour

Expected hours: No more than 40.0 per week

Work Location: In person

Salary : $20 - $28