Administrative Assistant

About the role

The Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks.

Responsibilities

• Maintains filing systems as assigned.
• Retrieves information as requested from records, email, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Coordinates authorization of team and consultant site visits for client.
• Runs weekly reports for projects and distributes to the team.
• Coordinates/manages access to project management system for team.
• Manages team access to client portal.
• Updates project schedule in client portal and internal project management system.
• Organizes distribution of plans to AHJs for permit submittal.
• Facilitates the submittal and review process with the internal project team.
• Facilitates change orders process with client. Submits, tracks, and distributes approvals to internal and external stakeholders.
• Performs data input and updates into databases, spreadsheets, and digital systems.
• Performs other related duties as required and assigned.

Requirements

• Associate’s degree required; Bachelor’s degree in related field preferred.
• 3 to 5 years’ experience in an administrative role.
• A valid driver’s license is required.

Skills

• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Exceptional organizational skills and attention to detail.
• Understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.
• Good time management and multi-tasking skills.
• Ability to resolve complex design and communication issues.
• Strong analytical skills.
• Must be able to work well with all levels of teammates.

Working Conditions

• Work performed primarily in an office setting.
• Most work performed on a computer while seated.
• Ability to lift up to 15 lbs.

Full-time Non-Exempt