Administrative Assistant

Position: Administrative Assistant (Full-Time)
Application Instructions

Apply today to be considered for this open position-interviewing now!

Penhall Company has been shaping the future of concrete services for over 65 years. As the nation's leader in concrete cutting, coring, scanning, and demolition, and ranked 3rd in Demolition by ENR's 2023 Top Specialty Contractors, we deliver more than just expertise-we deliver results. With safety at the core of our operations and state-of-the-art technology in our hands, we ensure every project is executed with precision, efficiency, and care.

At Penhall Company, everything we do is built on our commitment to do the right thing for our customers, our employees, and our communities. Every single Penhall Company employee moves our company forward. If you are self-motivated and find a job well-done to be the ultimate reward, you'll fit right in!

We offer a comprehensive benefits package which includes medical, dental, vision, and life/AD&D/LTD insurance; paid sick leave, paid vacation, a 401(k)-retirement savings plan with contribution;
Employee Assistance Program and a culture that values opportunity for growth, development, and internal promotion.

Position Description

The Administrative Assistant plays a key role in supporting the branch's daily operations by providing professional and efficient administrative support. This position interacts with internal teams and external stakeholders to ensure timely and accurate execution of business processes, contributing to the overall success of the branch. This is a full-time position, with competitive pay and comprehensive benefits. This is an onsite position;

remote work is not offered for this role.

Duties and Responsibilities

• Process billing and assist with collections to ensure timely and accurate invoicing and cash flow.
• Compile employee time, production data, and payroll records, including certified payroll, in compliance with company and regulatory requirements.
• Support new employee onboarding including paperwork, safety training scheduling, and DOT compliance through DISA software.
• Serve as the first point of contact by answering incoming calls, handling routine inquiries, and directing more complex matters to the appropriate personnel.
• Prepare reports, spreadsheets, and documentation for internal use, including analysis and data comparisons as needed.
• Manage the execution and routing of contracts, subcontracts, and change-order documents for supervisor review and signature.
• Coordinate mail services, shipping/receiving of packages, and manage office supply deliveries and inventory.
• Arrange travel, hotel accommodations, and per diem logistics for field staff in accordance with project requirements.
• Collaborate with internal stakeholders across the company, including field staff, operations, sales, and administrative teams in other branches and at corporate headquarters.
• Assist with additional administrative tasks and projects as assigned by the supervisor, contributing to smooth and effective branch operations.
• Maintain a high level of confidentiality, professionalism, and emotional intelligence when interacting with team members and external contacts.

Essential Core Competencies

• Dependability:
  Demonstrates reliability and consistency in task completion and meeting deadlines.
• Service Orientation:
  Maintains a positive, helpful attitude while supporting both internal teams and external customers.
• Process Management:
  Follows established procedures with accuracy while seeking continuous improvement.
• Adaptability:
  Adjusts to changing priorities and handles interruptions with professionalism and composure.
• Professionalism:
  Communicates with tact and discretion, especially when handling sensitive or confidential matters.
• Team
  
  Collaboration:
  
  Works effectively across departments to support company goals and branch operations.

Position Requirements

Requirements:

• High school diploma, GED and/or equivalent industry experience required.
• 2-3+ years of administrative/clerical experience required.
• Experience in a construction or related service environment highly desired.
• Familiarity with construction industry terminology, procedures and administrative practices is a plus.
• Knowledge of union…