Administrative Support Assistant

Job Description

At Martin-Harris Construction, our Administrative Support Assistant helps create the welcoming, professional experience that defines our company culture. As the first point of contact for clients, visitors, and Associates, this role is essential to keeping our office running smoothly and supporting teams across the organization.

This position is ideal for someone who is organized, dependable, personable, and thrives in a fast‑paced environment. From coordinating front‑office operations to supporting day‑to‑day administrative needs, you’ll play an important role in helping our teams stay connected, productive, and supported.

• Receive and announce all company guests.
• Answer incoming phone calls and direct them to the proper extensions.
• Communicate clearly and effectively with Front Desk team regarding changes, updates and enterprise‑impacting items.
• Check daily voicemail messages.
• Distribute checks to subcontractors.
• Receive, sort, open, date‑stamp and distribute all incoming mail into associate mailboxes.
• Log all incoming checks daily and submit sheet to accounting.
• Maintain associate contact lists and keep all associates updated on a weekly basis.
• Update and maintain completed and current project information spreadsheets in shared drive.
• Create monthly break schedule for Front Desk.
• Distribute all incoming faxes.
• Maintain a clean appearance in mailroom.
• Order all kitchen and cleaning supplies, paper products and front‑end office supplies.
• Call for service on vending machine, cleaning, landscaping, and window cleaning services.
• Track cost comparison for office supplies and services.
• Monitor and maintain postage machine necessities.
• Run monthly postage reports for accounting.
• Prepare UPS and Fed Ex shipping labels for associates as needed and call for pick‑up.
• Receive and distribute all incoming packages immediately upon arrival.
• Receive and distribute incoming and outgoing submittals, plans, etc.
• Set up conference room bookings as requested.
• Assist various departments with spreadsheets, emails, envelope stuffing, shredding, binder books, correspondence, etc.
• Train back‑up staff on phone and front‑end duties.
• Track received company gifts and send appropriate Thank You’s.
• Track volunteers, prepare gifts and assist with events (community outreach).
• Track and order name plates and name tags for new or promoted associates.
• Track and order business cards for all associates, review and approve proofs.
• Match receipts to the corporate AMEX statement for the Executive Assistant.
• Other duties as assigned.

• Professional in appearance – see Dress Code Policy.
• Professional vocal qualities (pitch, volume, and pace variability) are required.
• Great communication skills are a must.
• Proficiency in MS Word, Excel, Outlook, and Internet.
• Willing to learn MHC procedures and be a member of the overall MHC team.
• Willing to work as a team member to assist the team in critical deadlines and tasks.
• Dedicated and cares about the work they are doing.
• Self‑starter, well organized and reliable.
• Physical lifting capability of 10–50 pounds and requires repetitive hand movements as well as physical dexterity and mobility.

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• 401(k) with company match
• Parental Leave
• Paid Time Off (PTO)
• Paid Holidays
• Long‑term and Short‑term Disability Insurance
• Supplemental Insurance

Associates may be required to work onsite of an active construction project that entails a job trailer setting and typical noises from an active construction project.

Martin-Harris is a zero tolerance and drug‑free environment.