Administrative Assistant

About the role

The Administrative Assistant provides exceptional support to a department, division or manager(s) to ensure smooth daily functioning of the organization. He/she processes administrative items, organizes company activities, handles projects, and much 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.
• Aid in processing pay applications, invoices, and purchase orders.
• Process all time cards for division, ensuring properly coded and timely submission to Payroll.
• Aid in arranging for sales outings.
• Maintain and coordinate team members' calendars.
• Aid in preparing project close-out documents, as needed.
• Aid in maintaining OSHA, MSHA and MSDS logs and files.
• Aid in maintaining Purchase Order Log, Material Status Log, Submittal Status Log, RFI Log, Change Order Log, and Proposed Change Order Log.
• Aid trade partners and vendors with Textura processes and keep required documents updated.

What you bring to the team

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

Qualifications

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. The firm specializes in the construction of healthcare, hospitality, higher education, entertainment, sports and government buildings. Since 1946, the firm has built a reputation as a trusted advisor to clients nationwide by cultivating a high-performing team that values integrity, safety, and innovative thinking. 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.