Administrative Assistant

Summary

Under direction of the Project Manager, the Administrative Assistant provides administrative support to the Coalinga Hydronic Loop Project. The Administrative Assistant completes a variety of administrative duties using detail and accuracy, maintaining the ability to multi task and prioritize, as needed, with input from the Project Manager.

Essential Duties and Responsibilities

Essential duties are those that an individual must be able to perform with or without reasonable accommodation.

• Answers phones in a professional manner, directs callers to the correct contact, taking complete messages, when needed, which include contacts full name, contact number, company and what the message is regarding.
• Establishes, develops, maintains and updates filing system for the and others within the office, as requested. Maintain filing system in an organized and complete manner. Retrieves information from files when needed.
• Sorts and distributes all incoming manner mail. Opens mail for the project sites, as requested.
• Prepare and send, as requested, shipping documents to include overnight or priority mailings.
• Coordinate with outside vendors when requested for large scale copying, plans, etc.…
• Schedules and organizes activities such as meetings, travel, conferences and department activities for the Coalinga Office either on-site or off-site.
• Acts as a liaison with other departments and outside agencies, including high-level staff such as CEO’s, COO’s, Executive Vice President, Company Directors and Department Heads.
• Handles confidential and non-routine information and explains policies when necessary.
• Manages, organizes and updates relevant data using database applications.
• Researches and investigates information to enable strategic decision making by others.
• Works independently and as part of a team on special nonrecurring and ongoing projects.
• Types and designs general correspondence, memos, charts, tables, graphs, business plans, etc.
• Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.

Qualifications

Education

• High School Diploma.
• Valid Drivers License with clean driving record.
• Must pass state background checks and approvals.

Experience

• 2 years of Construction office experience required.
• Must be proficient with Microsoft Office including but not limited to Excel, and word, spreadsheet and accounting/construction software.
• Working knowledge of Spectrum Accounting and Project Management software and Building Connect Suite strongly preferred.

Knowledge, Skills, and Abilities

• Ability to establish priorities and following through on projects, paying close attention to detail with minimal supervision.
• Able to work in a productive manner independently and with others in a team environment.
• Excellent computer skills and working knowledge of MS Office.

Working Conditions

• Work location is inside an office environment. There will be frequent interruptions of work and disruption of concentration by the ringing of the telephone and the traffic flow through the office.

Physical Demands

• Regularly required to sit; use hands to finger, handle or feel; reach with hands and arms; and talk and hear.
• Frequently required to stand and walk.
• May be able to frequently lift and/or move up to 25 pounds.

What we are proud to offer you:

• Medical
• Dental
• Vision
• Life
• Aflac Insurance
• 401K
• PTO

Stronghold Engineering, Inc is equal employment opportunity employer and abides by all affirmative action requirements promulgated by any governmental authority, including without limitation, the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a); 60-741.5(a); the Civil Rights Action of 1964; and EO 10925, 11114, 11478 and EO 11246; the California Fair Employment Practices Act; the American with Disabilities Act of 1991; the Family Medical Leave Act of 1993; and any subsequent amendments to these requirements. These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, or national origin.