Administrative Assistant

About the role

Organizes and prioritizes large volumes of information and calls. Answers phones in a professional and friendly manner. Takes messages or fields/answers all routine and non-routine questions. Performs a variety of clerical and general office tasks; ensures items are delivered and stored according to procedures; maintains jobsite address/telephone lists; runs errands; may act as primary operator on a variety of office equipment, such as copiers, faxes, binding machines, etc. Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the division personnel. Establishes, develops, maintains and updates filing system for the office and the jobsites. Retrieves information from files when needed. Establishes, develops, maintains and updates accounts payable records/logs, fleet vehicle information, etc. Reviews and analyzes vendor & subcontractor account invoices/statements. Accurately prints, codes, codes, enters (through company accounting software), and routes all incoming invoices and ensures timely processing for payment. Assists vendors and subcontractors with inquiries on account and/or payment status. Acts as liaison between own department/supervisor and others, such as other departments, external contacts, clients, etc. Such liaison may be required to arrange meetings, clarify and resolve problems, coordinate work, maintain working relationships and public relations, etc. Opens, sorts and distributes mail for all office and jobsite staff. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information. Works independently and within a team on special non-recurring and ongoing projects with all departments including Administrative, Estimating/Pre-construction, Safety, Marketing/Business Development and Operations. Types and designs general correspondences, memos, charts, tables, graphs, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.

Responsibilities

• Organizes and prioritizes large volumes of information and calls.
• Answers phones in a professional and friendly manner.
• Takes messages or fields/answers all routine and non-routine questions.
• Performs a variety of clerical and general office tasks; ensures items are delivered and stored according to procedures; maintains jobsite address/telephone lists; runs errands; may act as primary operator on a variety of office equipment, such as copiers, faxes, binding machines, etc.
• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the division personnel.
• Establishes, develops, maintains and updates filing system for the office and the jobsites.
• Retrieves information from files when needed.
• Establishes, develops, maintains and updates accounts payable records/logs, fleet vehicle information, etc.
• Reviews and analyzes vendor & subcontractor account invoices/statements.
• Accurately prints, codes, codes, enters (through company accounting software), and routes all incoming invoices and ensures timely processing for payment.
• Assists vendors and subcontractors with inquiries on account and/or payment status.
• Acts as liaison between own department/supervisor and others, such as other departments, external contacts, clients, etc. Such liaison may be required to arrange meetings, clarify and resolve problems, coordinate work, maintain working relationships and public relations, etc.
• Opens, sorts and distributes mail for all office and jobsite staff.
• Drafts written responses or replies by phone or e-mail when necessary.
• Responds to regularly occurring requests for information.
• Works independently and within a team on special non-recurring and ongoing projects with all departments including Administrative, Estimating/Pre-construction, Safety, Marketing/Business Development and Operations.
• Types and designs general correspondences, memos, charts, tables, graphs, etc.
• Proofreads copy for spelling, grammar and layout, making appropriate changes.
• Responsible for accuracy and clarity of final copy.

Requirements

To perform in this position successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.