Administrative Assistant

The Administrative Assistant is responsible for daily support of the project’s administrative and management team, and the general support of office operations. This position serves as receptionist, file and record coordinator, secretary, scheduler for meetings, general errands, vendor coordination, as well as routine clerical and administrative functions.

Reports to the Construction Site Manager and interfaces with managers in all departments. This role must interact well with vendors, clients, and onsite staff.

• Provide general office receptionist / administrative functions such as document preparation, phones, calendar management, visitor management, equipment management, office and kitchen supplies/inventory.
• Provide support to office administrative and managerial team with respect to managing schedules, coordinating travel and meeting activities, providing daily support as needed in order to maximize efficiency.
• Meeting planning, including scheduling conference rooms and conference calls, and arranging meals and refreshments as requested.
• Answer and route incoming calls.
• Manage sensitive/confidential information/documentation.
• Complete special projects, or other duties, as assigned.
• Work effectively as a team member within the departments.
• Manage data entry and reporting, including expense reporting

• High school graduate or equivalent experience required.
• Basic reading, writing, math and strong verbal communication skills.
• Ability to pass a pre-employment background and drug test.
• Ability to pass a Motor Vehicle check (drive company vehicles occasionally).
• Minimum two years’ administrative support experience.
• Experience in a industrial construction setting preferred.
• Knowledge of general office equipment, including but not limited to automated phone system, computer, and copy machine
• Advanced knowledge of standard office software programs: MS Office, Word, Excel, Power Point, and Outlook.
• Professional appearance and demeanor.
• Flexibility and willingness to work within constantly changing priorities with enthusiasm.
• Detail oriented; commitment to excellence and high standards.
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Excellent ability to manage workflow, to handle interruptions and to be flexible with changing tasks.
• Ability to work independently and as a team player.
• Ability to read and understand information and ideas presented in writing.
• Ability to communicate information and ideas in writing so others will understand.
• Ability to verbally communicate clearly and concisely.
• Demonstrate ability effectively handle confidential information and sensitive situations.
• Experience with event planning, travel scheduling, meeting coordination.
• Excellent customer service skills.
• Ability to set priorities and accomplish multiple tasks.

Preferred Qualifications

• Procore
• Bluebeam Revu
• Aconex
• Records Management
• Construction project administration
• RFI and submittal tracking
• Workforce onboarding support