Essential Duties & Key Responsibilities:
- Provide professional customer service and positive interactions while processing day-to-day administrative items and supporting local business unit staff.
- Perform administrative services including processing mail, overnight mailings, photocopying, filing, sending faxes, phone list updates, invoices, and order supplies and stationery (e.g., letterhead, business cards, envelopes).
- Daily management of department head/manager’s calendar, meeting schedule, and contacts.
- Edit and assemble documents and reports for department head/manager.
- Assist with general office inquiries from staff, owners, and others; provide proactive escalation as appropriate.
- Create and maintain organizational and seating charts for office.
- Understand contract and bonding process and escalation procedures.
- Organize and provide assistance during meetings as requested; record, transcribe, and distribute meeting minutes.
- Maintain knowledge of business unit/headquarters’ historical information (e.g., use of vendors, event sponsorships, industry memberships/activities, client, and staff events) to support managerial related decision-making.
- Arrange travel reservations, business accommodations, prepare itineraries and agendas.
- Process department head/manager’s expense reports.
- Maintain organized filing systems and coordinate document retrieval schedules.
- Embrace company culture, values, and diversity, equity, and inclusion Diversity, Equity, and Inclusion (DE&I) activities across company.
- Order supplies to support office needs.
- Provide team support and relief of others’ job duties during times of need (e.g., lunch, breaks, illness, vacation).
- Contribute ideas for continuous improvement and effectiveness of team within business unit/headquarters and share recommendations with overall job family.
- Assist with special projects and coordinate events.
- Other activities, duties, and responsibilities assigned.
Qualifications:
- High School Diploma or GED and minimum of 5 years of relevant administrative assistant experience in construction, or other related industry, required
- College degree and/or relevant administrative skills certification, a plus
- Construction or other service industry experience, a plus
- High degree of detail, accuracy, and organizational skills
- Maintain confidential information
- Work independently with some oversight and as part of team
- Approachable, proactive, positive, and professional attitude
- Professional verbal communication and written business communication skills
- Able to conduct research and effectively proofread
- Exhibit active listening skills and follow through on commitments
- Good judgment to solve problems, escalate issues, and request prioritization of responsibilities
- Computer and data entry skills, Microsoft suite of applications, collaborative meeting platforms, and general office equipment
- Commissioned Notary Public, a plus