Administrative Assistant

Overview

The Office Administrative Assistant plays a critical role in ensuring the smooth and efficient operation of a construction company's office while supporting the construction project managers. The ideal candidate will be a hard-working professional able to undertake a variety of office support tasks, work diligently under pressure, and assist project managers in executing construction projects. The role requires excellent organizational skills, attention to detail, and the ability to prioritize tasks in a fast-paced environment.

• Receive new and/or revised work orders
• Enter all work order information into a work order entry form with accuracy
• Input new projects into Project Management System and assign to a Project Manager / Supervisor
• Assign job numbers to projects
• Create folders in Teams and make physical folders and labels, as needed
• Download information such as maps, DCR forms, and final designs out of PRISM
• Scan revisions into job folders and enter them onto the tracking chart
• Prepare billing for completed jobs:
  Print out the information from Teams, create a physical folder, complete the billing sheet, submit it for approval from the appropriate supervisor, and then submit it for billing to the final customer
• Enter Estimates into Quick Books
• Print invoices and file them
• Sort file folders, so they are easier to find (by label tops)
• Create file folder labels, as needed
• Scan fiber material sheets into Teams and label them
• Answer the office phone, take and deliver messages; check messages on voicemail
• Help with catering lunch meetings such as weekly MAM meetings, including gathering orders and picking up meals
• Go to UPS or Post Office to ship packages and/or buy postage

The essential function of the Office Administrative Assistant is to assist in facilitating the smooth transition of construction projects from incoming to assignment, and from completion to billing while supporting the office operations. This essential function will include the following:

• Greeting and assisting visitors, answer & directing phone calls, and handling general inquiries.
• Help with scheduling appointments and maintaining calendars for management and staff, including construction project managers.
• Organizing and maintaining paper and electronic files and records, ensuring accuracy and completeness.
• Preparing correspondence, reports, and other documents as needed to support the office manager and construction project managers.
• Helping manage office supply inventory, order, and restock supplies as needed.
• Assisting with bookkeeping tasks, including preparing invoices, neatly filing completed jobs in folders, and properly filing them in the filing cabinet.
• Helping manage and maintain office equipment, including computers, printers, and copiers, and provide technical support to the construction project managers.
• Coordinating construction project meetings, including arranging catering, meeting materials, and documenting minutes.
• Maintaining a professional and courteous demeanor with all staff and visitors while providing administrative support to the construction project managers.
• Help maintain a clean, neat, and organized office area (personal and common office areas).

• High school Diploma or GED
• Communication and customer service experience
• Experience with Excel
• Microsoft Teams, and email familiarity
• Construction office experience preferred
• Ability to work in a shared work environment
• Attention to detail
• Strong communication skills
• Ability to work well with others and receive direction from multiple sources
• Judgment, decision-making, and prioritization under pressure
• Willingness to seek guidance as necessary and handle demanding situations tactfully