What are the responsibilities and job description for the Administrative Assistant position at Jacobsen Construction?
Do you want to be part of an award-winning team? Come join Jacobsen - an employee-owned company that has spent the last 100 years working on our greatest passion - building the places where life happens. As a Preconstruction Assistant, you will make a significant impact on helping to launch some of the largest construction projects in Utah. As you do so, we'll focus on your professional growth and development, offering on-the-job coaching and valuable experiences to enhance your skills and competencies. Along with all of our employee-owners, you'll participate in our ESOP (Employee Stock Ownership Plan) that rewards your contributions and dedication. If you would like to learn more about our passion, purpose, and history,click here
The Big Picture
Under the direction of the EVP, Self-Perform Work, this position provides administrative support for the day-to-day operations of the Self Perform Concrete, Flooring, and Building Services departments. The Administrative Assistant, Self Perform Work partners with department leadership, field personnel, project teams, and corporate departments to support operational goals through effective coordination of workforce and project information, reporting, scheduling, purchasing activities, and record management. Ensures the efficient delivery of administrative services, maintain accurate departmental records and documentation, and provide responsive support to employees, leaders, project teams, and business partners.
Your Day to Day
- Provide administrative support to the EVP, Self-Perform Work, and department leadership.
- Coordinate calendars, meetings, appointments, and department activities for Self-Perform leadership.
- Prepare and distribute meeting agendas, reports, presentations, correspondence, and other business materials.
- Maintain workforce records, employee rosters, organizational charts, and manpower tracking reports.
- Support employee lifecycle changes, including hires, transfers, promotions, and terminations, in coordination with HR and Payroll.
- Assist field leaders and project teams with employee records, timekeeping, forms, and administrative needs.
- Compile, maintain, and distribute recurring operational, workforce, and project reports.
- Organize and maintain department records related to employees, projects, equipment, and operations.
- Process and track purchase orders, invoices, expense reports, and company credit card documentation.
- Coordinate procurement and distribution of office supplies, field materials, equipment, and technology.
- Maintain records for company vehicles, equipment, tools, technology assets, and related assignments.
- Serve as a liaison between Self-Perform leadership, field teams, project teams, and corporate departments.
- Monitor and follow up on requests, approvals, documentation, and administrative action items.
- Support department meetings, training sessions, employee events, and recognition programs.
- Prioritize multiple administrative requests, manage competing deadlines, and assist with special projects as assigned.