Administrative Assistant

Description

Summary

The Administrative Assistant should be able to enter a high volume of data entry quickly and accurately daily to meet deadlines. This role will vary and adapt to the applicable division and project as needed. The ideal candidate must operate data entry devices and duties may include verifying data and preparing materials for printing.

Duties & Responsibilities

- Locate and correct data entry errors and report them to supervisors.

- Compile, sort, and verify the accuracy of data before it is entered.

- Compare data with source documents or re-enter data in verification format to detect errors.

- Store completed documents in appropriate locations.

- Select materials needed to complete work assignments.

- Consistently update and review spreadsheets and databases.

- Maintain and continually improve filing system of all records.

- Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.

- Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.

- Create, maintain, and enter information into databases.

- Use computers for various applications, such as database management or word processing.

- Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions

- Perform clerical functions as needed, including but not limited to copying, filing, scanning, faxing, etc.

- Support and assist Accounting department; conserve time by reading, researching, and routing correspondence and collecting and analyzing information as needed.

- Maintain confidentiality of any company sensitive information.

- Comply with I.S.O. 9000:2015 operations work instructions, contracts, safety program, and Company established policies and procedures.

- Escalate critical and/or sensitive issues to Accounting with recommendation for resolution.

- Perform additional assignments as required by the needs of the company or as directed by Division Managers.

Requirements

- 3 years working in a clerical or administrative capacity.

- High school diploma or GED required.

- Working knowledge of the construction industry, operations management, and safety practices a plus.

- Working knowledge of federal, state, and city regulations and guidelines.

- Must demonstrate strong proficiency in all Microsoft Office applications, (i.e. Microsoft Outlook, Word and Excel).

- Basic clerical skills, including but not limited to typing, faxing, scanning, etc.

- Excellent attention to detail skills

- Strategic and analytical thinking skills

- Ability and willingness to multi-task

- Excellent organization, communication, and interpersonal skills

- Strong time management skills

- Must be reliable, punctual, organized, and have the demonstrated ability to juggle multiple priorities in a very busy office.

- Must demonstrate integrity, honesty, professionalism, and appropriate concern regarding dissemination of sensitive and confidential information.

- Must have the ability to make sound decisions and produce accurate and timely results in mind.

- Must prioritize and organize work in a fast-paced multi-task environment.

- Must monitor and analyze data and solve problems on a tactical and strategic level.

Talent Match®

Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app ()  and get 1-tap apply, notifications of AI-matched jobs, and much more.

All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit  for more information.

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