Administrative Support Assistant

About the role

We are a large Commercial General Contractor seeking highly motivated individuals to join our team as Administrative Support Assistant. The Administrative Support Assistant plays a key role in the success of our company. You are the first person with whom our clients come into contact when they call or enter our office. You will be responsible for greeting our clients, making them feel comfortable and welcome. You will be part of the Martin Harris team, helping to create a culture of collaboration, cooperation and trust with our clients.

Responsibilities

• Receive and announce all company guests.
• Answer incoming phone calls and direct them to the proper extensions.
• Communicate clearly and effectively with all associates regarding changes, updates and enterprise-affecting items.
• Check daily voicemail messages.
• Receive, sort, open, date stamp, and distribute all incoming mail.
• Maintain the associate contact list for the Northern NV office. Keep Northern NV associates updated on a weekly basis including the front desk personnel in Las Vegas.
• Distribute all incoming faxes.
• Order all kitchen and cleaning supplies, paper products and front-end office supplies.
• Call for service on cleaning and window cleaning services.
• Cost comparison tracking for office supplies & services.
• Prepare UPS and FedEx shipping labels for Associates as needed. Call for Pick-up.
• Receive and distribute all incoming packages immediately upon arrival.
• Receive and distribute incoming and outgoing submittals, plans, etc.
• Assist with document control for Estimating by maintaining an archive log along with tracking for won/lost bids.
• Assist Estimating with calls to subcontractors for bid coverage, updating Smart Bid, printing project marketing packets, and with special projects such as updates for the DBE lists.
• Set up conference room bookings as requested.
• Assist various departments, i.e., creating spreadsheets, reviewing emails, stuffing envelopes, shredding, setting up binder books, correspondence, etc.
• Track and maintain Northern NV office events calendar, to include event approval by managers, sign-up and payment, associate engagement, and associated calendar invites.
• Track received company gifts and send appropriate Thank-you’s.
• Community Outreach – Track volunteers, prepare gifts and assist with events.
• Track and order Name Plates and Name Tags for new or promoted Reno Associates through the main office.
• Track and order Business Cards for all Reno Associates through the main office.
• Coordinate with hiring managers and Staffing Specialist to complete onboarding procedures for new Associates including, but not limited to, submitting the I.T. Account Creation Form, setting up drug tests, and preparing welcome bags for new Associates.
• Assist in arranging travel processes, including flight, hotel bookings and car rentals for management.
• Other duties as assigned.

Qualifications

• Professional in appearance – see Dress Code Policy
• Professional vocal qualities (pitch, volume, and pace variability) are required.
• Great communication skills are a must.
• Proficient in MS Word, Excel, Outlook, and Internet.
• Willing to learn MHC procedures and be a member of the overall MHC team.
• Willing to work as a team member to assist the team in critical deadlines and tasks.
• Dedicated and cares about the work they are doing.
• Self-starter, well organized and reliable.
• This position requires a physical lifting capability of 10-50 pounds and requires repetitive hand movements as well as physical dexterity and mobility.
• May be required to work onsite of an active construction project that entails a job trailer setting and typical noises from an active construction project.

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• 401(k) with company match
• Parental Leave
• Paid Time Off (PTO)
• Paid Holidays
• Long-term and Short-term Disability Insurance
• Supplemental Insurance