Administrative Assistant

Arch Key Solutions

Position Title: Administrative Assistant

Location: Ashburn, VA, United States

Department: Electrical

Category: Administrative

Description

ADMINISTRATIVE ASSISTANT

This position is based out of our Ashburn, VA office.

About Arch Key

Arch Key is one of the nation’s largest privately held specialty trade installation and integrated facility service companies. We are a leader in designing, building and maintaining electrical, technologies and specialty systems. We’re the POWER behind making the improbable possible.

We are electrifying the nation, energizing the future and bringing communities to life like never before. Our work impacts lives long after the building is done and we are committed to building in ways that are technologically advanced, sustainable, scalable and equitable.

About the Position

As the Administrative Assistant, you will be responsible for providing various administrative and office support functions, requiring a confident, professional, organized, dependable, self‑motivated and thorough approach. This role assists with general administrative and communication support and is expected to consistently demonstrate initiative, flexibility, resourcefulness, good independent judgment and problem‑solving in handling important administrative functions, in alignment with all Company policies, procedures, key objectives and regulations.

• Establishes and maintains office organization and assists with a full range of administrative duties, including document preparation, filing, tracking metrics and ordering office supplies. Tracks and maintains current information on active projects, project opportunities, schedules and/or training activities as requested.
• Provides front desk reception tasks when needed, including greeting, directing guests and vendors, monitoring the visitor log, and issuing visitor badges. Provides phone support in answering and routing incoming calls and communicating messages as needed.
• Schedules and coordinates appointments, meetings, training, conference calls and event planning as requested. Maintains organization of assigned conference rooms and ensures supplies are available.
• Accurately prepares, receives, sorts, copies, faxes, files, retrieves, and distributes Company and/or client correspondence, project documents and reports as needed. Maintains confidentiality and urgency as appropriate.
• Provides mail support by receiving, sorting, and distributing incoming mail and packages; prepares outgoing mail and packages including pick‑up and tracking; arranges for couriers; meters all mail; and prepares certified mail according to guidelines.
• Tracks interview information, processes paperwork and/or maintains system data for new hires and drug testing as needed. Assists in welcoming new employees to the Company and maintains Company records and other sensitive data confidentially.
• Prepares purchase order reports and coordinates purchase order request calls as needed per guidelines. Orders printer supplies and tracks usage of several copiers for monthly reading. Creates, maintains and distributes support documents such as project binders and vendor contact information.
• Creates and distributes general Company announcements and orders flowers or other items for significant employee events. May coordinate employee ticket raffles and drawings. Stocks and maintains employee first aid kit(s) per guidelines.
• Maintains professional and technical knowledge by establishing solid networks and communicating well with co‑workers, customers, project managers, foremen, sub‑contractors, vendors, office staff and field personnel.
• May record employee absences, vacations and other data into the payroll report for weekly payroll administration. May review and process employee expense reports as needed. May maintain petty cash box for employee use and lock it as needed.
• Consistently makes decisions in an attentive and safe manner to ensure the safety and health of self and others.
• Utilizes LEAN concepts or other continuous improvement methodologies to ensure the most efficient operations, processes and activities.
• Promotes and models the Company mission, vision and values…