Administrative Assistant

Job Description

SUMMARY OF POSITION

The Administrative Assistant is responsible for daily support of the company’s administrative and management team, and the general support of office operations. This position serves as receptionist, file and record coordinator, secretary, scheduler for meetings and travel, general errands, as well as routine clerical and administrative functions.

Reports to the Office Manager and interfaces with corporate managers in all departments. This role must interact well with clients.

Responsibilities

RESPONSIBILITIES

• Provide general office receptionist / administrative functions such as mail, Create FedEx labels and ship packages, document preparation, faxes, couriers, phones, visitors, equipment management, office and kitchen supplies.
• Provide support to office administrative and managerial team with respect to managing schedules, coordinating travel and meeting activities, providing daily support as needed in order to maximize efficiency.
• Filing, record retention and storage; (Safety, Quality)
• Meeting planning, including scheduling conference rooms and conference calls, and arranging meals and refreshments as requested.
• Make travel arrangements including airline and hotel reservations.
• Answer and route incoming calls.
• Complete special projects, or other duties, as assigned.
• Work effectively as a team member within the departments.
• Manage Overhead payroll and timesheets.
• Issue Overhead PO’s.
• Maintain Madison promotional items inventory and stock cabinet.
• Help maintain general office cleanliness.
• Support Jobsite office managers (making copies, job applications & safety forms).
• Support Leadership Team with administrative tasks (plan meetings, etc.)
• Notify Quality control manager when quality packages are received.
• Scan and email copies of R-forms from received packages to assist in updating repair logs.
• Help with filing of Quality packages once R forms have been reviewed signed by A.I. and submitted to NBIC and Jurisdiction (if required).
• Assist with mailing/FedEx of R forms to NBIC and Jurisdictional Authorities once reviewed and approved by Quality.
• Review incoming mail for returned NBIC Repair forms and invoices related to NBIC registration.
  
  
  

Essential Job Functions

• This position essentially is an office/desk position, with no regular exposure to significant noise, heat, chemicals or extreme weather conditions, beyond typical ambient office conditions.
• This position is a physically mobile position, requiring the ability to navigate within an office environment.
• It requires the use of a phone, computer and the ability to conduct meetings, and deliver tours of the facility.
• Ability to maintain a clear, understandable speaking voice, capable of communicating vital business information to internal/external contacts.
• Accurate and clear vision and hearing.
• Ability to remain seated for extended periods of time, as well as stand for extended periods.
• Sufficient digital manipulation skills to utilize a computer keyboard and basic tools are required.
• Sufficient body dexterity to bend, stoop, and reach for or otherwise gather documents, files and other related office materials.
• Ability to lift up to 30 lbs.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  
  
  

Qualifications

QUALIFICATIONS AND EXPERIENCE

• High school graduate or equivalent experience required.
• Basic reading, writing, math and strong verbal communication skills.
• Ability to pass a pre-employment background and drug test.
• Ability to pass a Motor Vehicle check (drive company vehicles occasionally).
• Minimum two years’ administrative support experience.
• Experience in a construction company preferred.
• Knowledge of general office equipment, including but not limited to automated phone system, computer, copy machine, fax machine and postage machine.
• Advanced knowledge of standard office software programs: MS Office, Word, Excel, Power Point, and Outlook.
• Professional appearance and demeanor.
• Flexibility and willingness to work within constantly changing priorities with enthusiasm.
• Detail oriented; commitment to excellence and high standards.
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Excellent ability to manage workflow, to handle interruptions and to be flexible with changing tasks.
• Ability to work independently and as a team player.
• Ability to read and understand information and ideas presented in writing.
• Ability to communicate information and ideas in writing so others will understand.
• Ability to verbally communicate clearly and concisely.
• Demonstrate ability effectively handle confidential information and sensitive situations.
• Experience with event planning, travel scheduling, meeting coordination.
• Excellent customer service skills.
• Ability to set priorities and accomplish multiple tasks.