Administrative Assistant

Essential Duties & Key Responsibilities

• Provide professional customer service and positive interactions while providing administrative services to construction site project-based team.
• Process day-to-day administrative items; mail, overnight mailings, photocopying, filing, sending faxes, phone list updates, process invoices, and order business cards.
• Daily management of project calendar, meeting schedule, and project contacts.
• Process expense reports for Project Executive and/or Manager.
• Set up process and administer project-specific tools and materials, such as project calendar program, conference rooms, and parking/access cards.
• Create and maintain project organizational and seating charts.
• Cook up travel reservations, business accommodations, itineraries, and agendas.
• Cook up project-related meetings (e.g., agenda, schedule, and logistics), assist with meetings, and record, transcribe, and distribute meeting minutes.
• Absorb general office inquiries from staff, clients, customers, and others; provide proactive escalation as appropriate.
• Embrace company culture, values, and Diversity, Equity, & Inclusion (DE&I) activities.
• In collaboration with Project Manager, establish and maintain protocols for project site visitors.
• Promote right environment through professional interactions with owners, project team management, Joint Venture Partners, and vendors.
• Provide support ad hoc requests related to various onsite technical issues affecting work productivity (e.g., Internet access, copier issues) or coordinate with Information Systems (IS) team as needed.
• Cook up project specific orientation and transitions for project staff.
• Maintain organized project filing system and coordinate document retrieval schedules.
• Order supplies to support project office needs.
• Contribute new ideas for continuous improvement and effectiveness of Administrative Services (AS) team within project and share recommendations with overall job family.
• Absorb special projects and coordinate events.

Qualifications

• A High School Diploma or GED and minimum of 1 year of relevant administrative assistant experience in construction, or other related industry, required.
• A College degree and/or relevant administrative skills certification, a plus.
• A High degree of detail, accuracy, and organizational skills.
• Maintain confidential information.
• Work with some direction and oversight, and as part of team.
• Able to approachable, proactive, positive, and professional attitude.
• Able to conduct professional verbal communication and written business communication skills.
• Able to conduct research and proofread.
• Able to exhibit active listening skills and follow through on commitments.
• Able to make good judgment to solve problems, escalate issues, and request prioritization of responsibilities.
• Able to be proficient in computer and data entry skills, Microsoft suite of applications, collaborative meeting platforms, and general office equipment.
• Able to be a Commissioned Notary Public, a plus.

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle, or feel objects, tools, or controls; and reach with hands, talk, and hear.
• The employee frequently views a computer monitor and frequently uses a computer keyboard.
• Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus.
• The employee is occasionally required to be mobile, and the employee performs work on-site at a construction site project-based office setting, office locations, and/or off-site venues.
• The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Work Environment

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
• While performing the duties of this job, the employee regularly works in a construction site project-based office setting.
• The noise in the work environment is usually quiet to moderate in a construction site project-based office setting.
• The employee is occasionally exposed to moving mechanical parts, high precarious places, fumes or airborne particles, outside weather conditions, and risk of electrical shock.
• The noise in the construction site work environment is usually moderate to loud.
• The employee is required to work in compliance with company safety policies, procedures, and applicable laws.