Administrative Assistant/Receptionist

Job Summary

The Administrative Assistant/Receptionist function at KYLER CONSTRUCTION GROUP, INC. (KCG) is to properly portray our professional image either by phone or in person with our clients, architects, subcontractors, suppliers, staff and guests; in addition to providing clerical support to executive management, project managers, superintendents, and other office staff for efficient coordination of clerical office and field activities.

Work Experience Requirements

• Familiarity with technology is essential, to include, but not limited to two or more recent years’ experience with and proficiency in MicroSoft Office Suite (specifically Word and Excel)
• Competency in written and verbal communication skills is a must
• The ability to multitask and to be well organized is key
• Flexibility and responsiveness are also crucial
• Other required skills/qualifications include: Analyzing Information, Data Entry Skills, Attention to Detail, Confidentiality, Thoroughness, General Math Skills, Financial Software, Reporting Skills

JOB DUTIES

• Promptly and courteously answer the telephone
• Maintain the lobby and break/kitchen area (e.g. sweeping, washing dishes, taking out trash, etc., as needed)
• Greet visitors to our office
• Facilitate the efficient flow of mail and deliveries through the office
• Handle both incoming and outgoing mail
• Follow through and expedite all mail for mailing
• Responsible for picking up mail from Post Office and depositing at Post Office/UPS as needed
• Maintain database of vendors and contractors
• Report office and supply needs to Office Manager and/or HR Coordinator
• Enter & maintain insurance certificated & W-9 data
• Enter invoices into accounting software
• Maintain company correspondence and accounting files
• Provide typing and other additional support to Office Manager and/or Executive Management
• Miscellaneous errands as directed
• Work cooperatively with other office staff tracking bulk fuel on a minimum of a weekly basis
• Proficiently administer all clerical duties such as typing, filing, etc.
• Must be computer literate with basic knowledge of Word and Excel
• Knowledge of HAZCOM Program
• Have a complete and thorough knowledge of all accounting functions and procedures
• Generate reports for Worker’s Compensation and General Liability insurance premiums, as needed
• Work with HR Coordinator to update and distribute the company safety manual
• Submit information to the media as needed/requested
• Maintain and update the HubZone certification
• Maintain and update SAM registration
• Help maintain a clean and orderly office environment

Education Requirements

• A high school diploma or GED
• Sufficient previous experience in a similar position