Administrative Assistant

Description ADMINISTRATIVE ASSISTANT

This position is based on a project site in South Bend, IN.

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're electrifying the nation, energizing the future and bringing communities to life like never before. What we do today shapes the vision of tomorrow. Our work impacts lives long after the building is done. This means we are committed to building in ways that are not just technologically advanced, but sustainable, scalable and equitable by all. We're not just energizing infrastructure, we're energizing careers, communities, and the future.

Made up of the brightest minds in the industry, our team is our greatest asset, bringing knowledge, skills, and experience to every project. This is more than a call to join us, it's an invitation to be part of a visionary journey, to grow with us as we scale.

Administrative Assistant is responsible for providing various administrative and office support functions, requiring a confident, professional, organized, dependable, self-motivated, and thorough approach. This position 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.

• Can flex and adapt to the growing needs of the business.
• Can work autonomously and creatively solve problems.
• Has a growth mindset and is always looking to continually learn and grow.

• 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, and 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 the details for appointments, meetings, training, conference calls and event planning as requested. Maintains organization of assigned conference rooms and ensures supplies are available as needed. Schedules conference rooms as requested. Updates and prints conference room calendars as needed.
• Accurately prepares, receives, sorts, copies, faxes, files, retrieves, and distributes Company and/or client correspondence, project documents and reports as needed. This may include proposals, presentation materials, payroll reports, manuals, and other documents. Maintains confidentiality and urgency as appropriate.
• Provides a variety of mail support by receiving, sorting, and distributing incoming mail and packages. Prepare outgoing mail and packages including pick-up and tracking as needed. Arranges for couriers when needed. Meters all mail and prepares certified mail according to guidelines provided. Maintains employee mail folders as appropriate.
• 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. Accurately and confidentially maintains Company records and other sensitive business and client data and intellectual property.
• Prepares purchase order reports and coordinates purchase order request calls as needed per guidelines provided. Orders printer supplies and tracks usage of several copiers for monthly reading. Creates, maintains and distributes support documents such as project binders, employee phone and pager listings, email address listings and vendor contact information.
• Creates and distributes general Company announcements and orders…