Administrative Assistant

The Administrative Assistant facilitates the efficient operation of the assigned departments by performing a variety of clerical and administrative tasks, as well as the day-to-day functioning of the office.

Responsibilities

• Greet visitors and direct them professionally.
• Provide high-level clerical support to the Executive Team and the Administrative and Contracts Manager by performing a variety of secretarial duties and skilled tasks that may include preparing reports, conducting research, and collecting data.
• Maintain office supplies inventory and coordinate maintenance for office equipment, such as computers, printers, telephones, etc.
• Requests credit authorization or approvals from CFO/Controller for office orders and general office maintenance requests.
• Orders supplies and other items needed for projects as requested by Project Managers.
• Welcomes and directs visitors and clients.
• Answers, screens, and transfers phone calls.
• Schedules and assists with conference calls or meetings as requested.
• Handles all the logistics and arrangements (including catering) of internal events such as trainings, Safety Meetings, Social Events, Lunch & Learns, Holiday events, and others.
• Assists with the preparation of conference rooms for meetings following the established protocols, including catering, video conferencing equipment, supplies, and any other requested materials.
• Schedules and handles courier deliveries, and handles other mail and shipping requests such as certified letters, FedEx Overnight Shipping, etc.
• Distributes mail and faxes following the established protocols.
• Maintains the office directory up to date.
• Supports the Administrative Manager by managing Corporate Outlook Inboxes such as Info, Safety, Contracts, Estimating and Personal.
• Maintains storage log, requests, and sends boxes as needed.
• Responds to and resolves administrative inquiries and questions.
• Clocks in and out for employees.
• Supports the Contracts Manager by checking the Contracts Inbox for Certificates of Insurance, sending new requests for Certificates of Insurance when a new subcontractor is submitted, requesting renewal certificates when expiring, reviewing COIs for compliance, advising team members of the Operations Department of Non-Compliance issues when unresolved or unresponsive, saving executed contracts into Procore and the Project Folder within DocuSign, adding contract compliance information into the accounting system, and following up with subcontractors to obtain Payment & Performance Bond when required.
• Supports the Risk Manager by providing a list of active jobsites to the Safety Director on a monthly basis, sending a Safety Meeting reminder via email on a monthly basis, coordinating and preparing the Learning Loft for monthly safety meetings by setting up the room and ordering catering, distributing Safety Inspections on a bi-weekly basis to the Operations Team, and saving a copy on the internal server.

Qualifications

• Associates degree required, bachelor’s degree in related field preferred.
• 1 to 3 years of experience in an administrative role.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Basic understanding of office equipment.
• Flexible and adaptable in various situations and when interacting with many different personalities.
• Knowledge of, or ability to quickly acquire, familiarity with the roles and function of the assigned department.
• Ability to work independently and prioritize.