Administrative Assistant

Provides administrative support for the Environmental Health & Safety (EHS) department, including regional office and job sites. Position requires proven administrative and computer skills with a high level of accuracy and attention to detail. Successful candidates will demonstrate initiative, problem solving, and multitasking skills. Requires the ability to maintain strict confidentiality, professionalism, and discretion at all times.

Manson Construction Co. was founded in 1905 as a small pile-driving business supporting the early development of Seattle’s waterfront. Today, Manson’s legacy of quality marine services continues to grow at locations throughout North America. With more than 800 employees and a large fleet of equipment, Manson supports high-profile marine infrastructure and energy projects across the nation. Manson represents generations of people, families, and communities whose commitment to success, safety, and ingenuity aligns with our core values: Take care of people; Do the right thing; and find a better way. At Manson, we strive to create an engaging and respectful environment where employees can share their ideas.

Responsibilities

• Provides administrative and clerical duties required on the job, including scanning, processing mail, correspondence, word processing and excel spreadsheets, maintaining files and records.
• Assists with tracking training, records, scheduling, recruiting, and other various reports.
• Maintains EHS reports to include drug and alcohol testing, medical reports, OSHA 300 logs, weekly incident summary.
• Maintains motor vehicle procedure process which includes motor vehicle records in Samba Safety, list of eligible drivers, and driver notification forms.
• Assists with clinic authorizations to provide physicals, medical clearance, drug testing, and audiograms.
• Serves as designated employer representative for drug and alcohol program.
• Assists with the development of project specific safety plans to include: Accident Prevention Plans and Incident and Injury Prevention Plans.
• Assists EHS Director in revising content of EHS Policies and Procedures.
• Creates and revises EHS forms.
• Maintains EHS department SharePoint site.
• Ensures incident reports have been uploaded correctly and completed in their entirety and assists in gathering and completing missing content.
• Facilitates onboarding for new or returning employees.
• Supports personnel administration activities, including arranging travel, expense reports, and department events.
• Processes requisitions, invoices, and purchases of expendable materials, and associated expenses.
• Promotes compliance with organizational ethics and standards and supports a safe work environment.
• Coordinates timesheet submissions and ensures accuracy for payroll and personnel administration.
• Answers phones, forwards calls, records messages, and provides follow-up, as needed.
• Ensures compliance with Manson’s Code of Ethics and Standards of Business Conduct.
• Responsible for practicing safe work standards and promoting an Incident and Injury Free (IIF) work environment as a condition of employment.
• Additional duties may be assigned.

Requirements

• High School Diploma or GED required.
• Minimum of 1-3 years of office administration experience required.
• Experience working in construction, safety, or related industry preferred.
• Valid driver's license and an acceptable driving record required.
• Experience with Microsoft Office and Adobe Acrobat required.
• Experience with SharePoint, CMiC, and Tableau preferred.
• Ability to effectively communicate and coordinate job-related information, project tracking and completion timelines, and address with managers, clients, customers, and the general public.

Job Location

This position is primarily an office-based role located in the Jacksonville, FL office and is 100% on site. This role may require travel 2-3 weeks out of the year.

The work environment is a shared, open-office setting with regular, in-person interaction and occasional noise or activity. The employee is frequently required to sit for extended periods of time and occasionally stand, walk, use stairs, ladders, and step stools, and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and may occasionally lift and/or move up to 25 pounds. Vision requirements include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.

Benefits

• 100% paid medical, dental, and vision plans for eligible employees and 80% paid for their families.
• Paid Time Off (sick, vacation, and holiday).
• Generous Retirement Plan: Employees contribute 3% and Manson contributes 7%.
• Employee Stock Ownership Plan (ESOP).
• Annual discretionary bonus.