Administrative Assistant

About the Role

The Administrative Assistant provides exceptional support to a department, division, or manager(s) to ensure the smooth daily functioning of the organization. This role involves processing administrative items, organizing company activities, handling projects, and more.

Responsibilities

• Create and maintain all travel accommodations.
• Schedule, plan, and coordinate meetings.
• Create and distribute correspondence (memos, emails, letters, facsimiles, and binders).
• Create Expense Reports.
• Order office supplies as needed.
• Process and distribute all incoming & outgoing mail.
• Handle phone calls from clients and vendors.
• Communicate messages received in an effective manner.
• Assist with processing pay applications, invoices, and purchase orders.
• Process all time cards for the division, ensuring proper coding and timely submission to Payroll.
• Assist with arrangements for sales outings.
• Maintain and coordinate team members’ calendars.
• Assist in the preparation of project close-out documents, as needed.
• Assist in maintaining OSHA, MSHA, and MSDS logs and files.
• Assist in maintaining Purchase Order Log, Material Status Log, Submittal Status Log, RFI Log, Change Order Log, and Proposed Change Order Log.
• Assist trade partners and vendors with Textura processes and keep required documents updated.

Qualifications

• High School Diploma (or GED or High School Equivalence Certificate).
• Preferably, an Associate’s or Bachelor’s Degree.
• 3 years’ experience as an administrative assistant, preferably with construction experience.
• Ability to read and speak English, write in a business professional manner, and read/interpret construction documents, general business periodicals, and technical procedures.
• Proficient in all Microsoft Office programs.
• Preferably, a Notary Public Commission.

About the Company

Robins & Morton is a privately held construction firm based in Birmingham, Alabama, with offices in Charlotte, Dallas, Huntsville, Miami, Nashville, Orlando, San Antonio, Tampa, and Raleigh-Durham. Specializing in healthcare, hospitality, higher education, entertainment, sports, and government buildings, the firm has built a reputation as a trusted advisor since 1946. Robins & Morton is consistently ranked as one of the top 100 contractors in the United States and one of the top 15 in the Southeast, known for its high-performing team that values integrity, safety, and innovative thinking.