Jobsite Administrative Assistant

About the role

Provide administrative support services with growth opportunities in a long-standing, employee-owned construction group.

Responsibilities

• Maintain digital filing systems and create/update documents, spreadsheets, and databases.
• Manage the company phone system, including orders, replacements, assignments, and troubleshooting.
• Maintain office phone directory and ensure office equipment is in good working order.
• Manage login setups, passwords, and password resets for employees.
• Assist with meeting presentations, take minutes, and prepare conference spaces with food, drinks, and setup as needed.
• Ensure facilities are organized and orderly; close out kitchen/lunch areas daily and restock as needed.
• Order, track, and maintain office supplies, including branded apparel, gifts, and staff uniforms.
• Plan and organize company events, fundraisers, community service opportunities, and parties with administrative staff assistance.
• Manage vehicle fleet operations: orders, maintenance, repairs, recalls, assignments, Samsara software, registrations, and gas cards.
• Manage and update contractors’ and business licenses.
• Manage and track employee certifications and clearances such as OSHA, lead, asbestos, and NDOC.
• Distribute credit card expense statements and train staff on expense submission and coding.
• Serve as backup to the Receptionist as needed.
• Compose and/or edit letters, memos, reports, procedures, and other required documentation.
• Promote the company safety culture and awareness throughout the company, projects, or office.
• Exercise initiative or perform additional duties as directed to meet organizational needs.

Qualifications

• Ability to perform work accurately, completely, and in a timely manner.
• Strong communication skills, both verbal and written.
• Ability to understand and implement best practice standards.
• Knowledge of organizational structure and available resources.
• Ability to quickly and effectively solve complex problems.
• Capacity to multitask while maintaining attention to detail and delivering quality.
• Excellent organizational and listening skills.
• Ability to adapt to change and stress, manage competing demands, and maintain high performance.
• Proactive and resourceful approach to resolving issues.
• Ability to follow up on inquiries in a timely manner and prioritize multiple projects.
• Proficiency in MS Office and all other company-utilized software.
• Ability to build relationships with team members and collaborate effectively across projects.
• Willingness and ability to learn and use a variety of software, tools, and systems as needed.

Education

• High School Diploma or General Education Degree (GED), or equivalent experience.

Experience

• 2+ years or more of related work experience preferred.

Physical Demands and Working Environment

• Must be able to lift up to 25 pounds.
• Normal office environment with frequent sitting, viewing, and typing on a computer screen.
• Occasional standing, walking, bending, and reaching above shoulder.