Jobsite Administrative Assistant

Nature of Work

Provide administrative support services.

Essential Duties & Responsibilities

• May be responsible for managing company phone system and corresponding apps, including orders, replacements, assignments, and troubleshooting when necessary.
• Maintain digital filing system.
• Create and update files of various kinds; i.e., documents, spreadsheets, and databases.
• Maintain office phone directory.
• May be responsible for managing login setups, passwords, and password resets for employees.
• Ensure office equipment is in good working order, including troubleshooting and working with equipment vendors.
• Affiliate with meeting presentations and take minutes as needed.
• Ensure facilities are organized and orderly.
• May be responsible for ordering, tracking, and maintaining office supplies (including branded apparel, gifts, and staff uniforms).
• Plan and organize company events, fundraisers, community service opportunities, parties, etc. with assistance from administrative staff.
• May be responsible for managing vehicle fleet: orders, maintenance, repairs, recalls, vehicle assignments, Samsara software, registrations, gas cards, etc.
• May be responsible for managing/updating contractors' and business licenses.
• May be responsible for managing/tracking employee certifications and clearances such as OSHA, lead, asbestos, NDOC, etc.
• Distribute credit card expense statements to personnel.
• Train staff (new hires and existing) on expense submission and coding.
• Prepare conference spaces for scheduled meetings, including ordering and setting up food, drinks, etc. as necessary.
• Close out kitchen/lunch areas daily and restock as needed.
• Serve as a backup to Receptionist as needed.
• Compose and/or edit letters, memos, reports, procedures, etc., as required.
• Promote the company safety culture and safety awareness throughout the company, projects, or office.
• Exercise initiative or, as directed, perform additional duties to meet the needs of the organization.

Qualifications

• Ability to perform work accurately and completely, and in a timely manner.
• Solid communication skills, 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.
• Excellent organizational skills.
• Listening skills.
• Ability to adapt to change and stress in the work environment and manage competing demands while maintaining high performance levels.
• Ability to be proactive and resourceful when issues arise.
• Ability to follow-up on inquiries in a timely manner.
• Proficiency in MS Office and all other company utilized software.
• Ability to build relationships with team members that transcend a project.
• Ability to build relationships and collaborate within a team.
• Ability to learn and use a variety of software, tools and systems necessary to meet business needs.

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.
• Frequent activity: sitting, viewing, and typing on computer screen.
• Occasional activity: standing, walking, bending, reaching above shoulder.