Administrative Assistant

About the Role

The Administrative Assistant supports administrative duties in an office setting, working closely with corporate office members, branch managers, and clients/customers. This role requires attention to detail and accuracy in a fast-paced environment, with responsibilities spanning receptionist duties, data entry, HR tasks, dispatch functions, billing, and employee assistance.

Responsibilities

• Greet visitors, respond to inquiries, and maintain office security and supplies.
• Develop relationships with internal and external customers, address complaints, and route calls.
• Perform data entry tasks, including filing, scanning, and inputting information into spreadsheets or programs for timely submission to corporate or branch managers (e.g., payroll, certified payroll hours, compliance paperwork, accident/injury reporting, project billing).
• Coordinate and dispatch customer orders, prepare tickets, and relay orders to managers.
• Handle HR-related duties, such as new hire paperwork, benefits administration, and tracking employee documentation.
• Confirm customer orders through the billing system, review monthly invoice registers, correct billing errors, and prepare sales quotes.
• Assist with employee safety meetings, open enrollments, EEO meetings, and prepare or distribute employee information.
• Help employees log into benefits and employee portals.

Qualifications

• 2 years of administrative experience in a construction, manufacturing, industrial, or dispatch field environment.
• 2 years of experience with timesheets, certified payrolls, or general human resources tasks.
• High school diploma or equivalent.

Skills

• Strong communication and problem-solving skills.
• Ability to develop and maintain positive relationships with internal management and external customers.
• Ability to meet multiple deadlines, multitask, and prioritize in a fast-paced environment.
• Highly organized with extreme attention to detail.
• Strong computer and data entry skills, including experience with Microsoft Office.
• Customer service-oriented attitude.
• Ability to work independently and collaboratively in a team environment.
• Occasional lifting up to ten pounds.
• Ability to sit or stand for extended periods.
• Manual dexterity for repetitive motions (e.g., wrists, hands, fingers).
• Vision and hearing (corrected if necessary) adequate for essential job functions, including prolonged telephone conversations.
• Proficiency in reading and writing English to process paperwork and communicate with clients and internal customers.