ISO Services - Administrative Assistant; Quality, Safety, Training - Flowood, MS

Job Profile:
Admin Asst (Quality, Safety, Training)

Reports To:

VP Quality & Safety Company Overview:

ISO Services is a self-performing industrial contracting business. We specialize in a full-range of industrial services including scaffolding, insulation, coatings, heat-tracing, and mechanical. We have branch/maintenance locations in Mississippi, Louisiana, Texas and West Virginia. Quality, Safety, and Training are integral with every aspect of our operation.

The ISO Services Administrative Assistant is responsible for providing support for our Quality, Safety, and Training functions. This role is an important position in the day-to-day business operation. This admin assistant role will support management in effective organization and delivery of services in three main areas:

• All ISO Services employees have a training/license/certification records that must be planned, tracked, and maintained.
• Each of our customers has unique requirements/submittals related to Quality, Safety, and Training.
• Our business has regulatory (federal, state, local) compliance requirements/submittals.

Other duties include organizing and managing events/meetings for our guests and employees, answering non-routine correspondence and assembling highly confidential and sensitive information. The Administrative Assistant will also deal with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize a diversified workload.

• Learn our various software platforms, perform the majority of data-entry tasks, and ensure data accuracy. Provide regular reporting from our various software platforms.
• Be a resource for others for explaining/training on our software platforms.
• Keep ISO Services in a positive light with customers, potential customers, and suppliers.
• Perform a variety of clerical and general office tasks; ensure items are delivered and stored according to procedures; maintain jobsite address/telephone lists; run errands; may act as primary operator on a variety of office equipment, such as copier, fax, binding machines, badge IDs, etc.
• Organize and prioritize large volumes of information and calls. Answer phones in a professional and friendly manner. Take messages or field/answer all routine and non-routine questions.
• Schedule and organize complex activities such as meetings, travel, conferences and department activities for all members of the company.
• Establish, develop, maintain and update filing system for the office and the jobsites. Retrieve information from files when needed.
• Act as liaison between own department/supervisor and others.
• Draft written responses or replies by phone or e-mail when necessary. Respond to regularly occurring requests for information.
• Work independently and within a team on special nonrecurring and ongoing projects with all departments including Administrative, Estimating/ Pre-construction, Safety, Marketing/Business Development and Operations.
• Type and design general correspondences, memos, charts, tables, graphs, etc. Proofread copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Work closely with our various third-party partners for Quality, Safety, and Training. Assist with vendor setup of new partners. Work with Safety Manager and Regional/Branch Managers on suppliers (cost and delivery comparison) and inventory of safety related supplies.
• Work closely with both BD/estimating and operations teams to understand schedules and related due-dates for proposals and field/shop start-dates.
• Maintain and survey project office supplies and restock order materials as needed.
• Provide total commitment to continuous process improvement.
• Meet schedules and deadlines, adhere to policies and procedures and maintain a good attendance/tardiness record.
• Ensure client satisfaction, both internally and externally, through positive, pleasant, professional and efficient handling of issues.
• Exercise good interpersonal skills by gladly assisting others to accomplish work of the organization, even if it is outside the scope of regular duties.
• Other duties as defined by VP Quality & Safety.

• High school diploma
• Minimum three years of experience with construction, engineering, or manufacturing.
• Must be a self-starter with the ability to multi-task and work in a team.
• Strong verbal and written communication skills.
• Ability to act with the required discretion when handling confidential information.
• Strong organizational skills and high level of detail orientation with the ability to accurately prepare and enter information to meet deadlines and requirements.
• Ability to effectively handle difficult situations that have been escalated.
• Flexibility regarding schedule and the ability to mobilize to jobsite when required.
• Advanced in Microsoft applications (Word, Excel, Outlook, Teams, One Drive,…