What are the responsibilities and job description for the Administrative Assistant position at Thornton Construction Company?
Administrative Assistant
Direct Manager: Contracts Manager
Department: Administrative
Direct Reports: None
The Administrative Assistant facilitates the efficient operation of the assigned departments by performing a variety of clerical and administrative tasks, as well as the day-to-day functioning of the office. This position will be responsible of greeting visitors; therefore, a high professional manner is expected. The Administrative Assistant will also provide high-level clerical support to the Executive Team and the Administrative and Contracts Manager by performing a variety of secretarial duties and skilled tasks that may include preparing reports, conducting research, and collecting data.
- General Office Management
- Accounting Department
- HR Department
- Contract Management
- Risk Management
- Estimating
- Maintains office supplies inventory and coordinates maintenance for office equipment, such as computers, printers, telephones, etc.
- Requests credit authorization or approvals from CFO/Controller for office orders and general office maintenance requests.
- Orders supplies and other items needed for projects as requested by Project Managers.
- Welcomes and directs visitors and clients.
- Answers, screens, and transfers phone calls.
- Schedules and assists with conference calls or meetings as requested.
- Handles all the logistics and arrangements (including catering) of internal events such as trainings, Safety Meetings, Social Events, Lunch & Learns, Holiday events, and others.
- Assists with the preparation of conference rooms for meetings following the established protocols, including catering, video conferencing equipment, supplies, and any other requested materials.
- Responsible for scheduling courier deliveries, and handling other mail and shipping requests such as certified letters, FedEx Overnight Shipping, etc.
- Distributes mail and faxes following the established protocols.
- Responsible for maintaining the office directory up to date.
- Supports the Administrative Manager by managing Corporate Outlook Inboxes such as Info, Safety, Contracts, Estimating and Personal.
- Maintains storage log, requests, and sends boxes as needed.
- Responds to and resolves administrative inquiries and questions.
- Coordinates and schedules meetings for Department Heads as needed.
- Performs other duties as assigned.
Accounting
- Sends all office order receipts (Instacart, lunches, supplies, catering, and any other purchases) to the Accounting Department for reconciliation.
HR Department
- Maintains Manpower Log by:
- Reviewing requests for laborers in order of arrival.
- Negotiates when receiving multiple requests for a specific laborer.
- Sends out a weekly report to notify the Operations Team and the laborers of the next week’s schedule.
- Sends a Manpower Report to the VP of Construction every Monday.
Contracts Management
- Responsible for checking the Contracts Inbox for Certificates of Insurance.
- Sends new requests for Certificates of Insurance when a new subcontractor is submitted.
- Requests renewal certificates when expiring.
- Reviews COIs for Compliance
- Contacts agents and subcontractors to resolve non-compliance issues.
- Saves COIs and manually updates new and old information in Procore.
- Advises team members of the Operations Department of Non-Compliance issues when unresolved or unresponsive.
- Saves executed contracts into Procore and the Project Folder within DocuSign.
- Adds contract compliance information into the accounting system.
- Follow up with subcontractors to obtain Payment & Performance Bond when required.
Risk Management
- Provides a list of active jobsites to the Safety Director on a monthly basis.
- Sends a Safety Meeting reminder via email on a monthly basis.
- Coordinates and prepares the Learning Loft for monthly safety meetings by setting up the room and ordering catering.
- Distributes Safety Inspections on a bi-weekly basis to the Operations Team and saves a copy on the internal server.
Qualifications
- Associates degree required, bachelor’s degree in related field preferred.
- 1 to 3 years of experience in an administrative role.
- Excellent verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Proficient in Microsoft Office Suite or related software.
- Excellent organizational skills and attention to detail.
- Basic understanding of clerical procedures and systems such as recordkeeping and filing.
- Basic understanding of office equipment.
- Flexible and adaptable in various situations and when interacting with many different personalities.
- Knowledge of, or ability to quickly acquire, familiarity with the roles and function of the assigned department.
- Ability to work independently and prioritize.