Administrative Assistant

Description

ADMINISTRATIVE ASSISTANT

This position is based out of our Fenton, MO office.

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.

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 with 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.

• Review weekly union labor hours on timekeeping software (RHUMBIX) to ensure project managers are approving in a timely manner. Flag any errors, such as incorrect rates, pay scales, job numbers, etc., for review.
• Review union collective bargaining agreements to understand classifications, rates, overtime rules, etc. to assist with timekeeping support.
• Assist with submitting receipts from the field for reimbursement.
• Establishes and maintains office organization and assists with a full range of administrative duties, including document preparation, filing and tracking metrics. Tracks and maintains current information on active projects, project opportunities, schedules and/or training activities as requested
• May assist project managers with reporting duties, such as reporting hours, accruals, union or client specific reporting. May participate in project status or safety meetings and assist in developing meeting minutes for distribution.
• Set up new hire information into applicable systems.
• Update safety training records for field employees
• Schedules and coordinates the details for appointments, meetings, training, conference calls and event planning as requested. Schedules conference rooms as requested.
• Order flame resistant clothing per approved policy to field employees.
• Accurately prepares, receives, sorts, copies, 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.
• Accurately and confidentially maintains Company records and other sensitive business and client data and intellectual property.
• Maintains professional and technical knowledge by establishing solid networks and communicating well with co‑workers, customers, project managers, foremen, sub‑contractors, vendors, office staff and field personnel.
• Promotes and models the Company mission, vision and values through exercising sound and ethical business practices, championing all elements of diversity, equity, and inclusion (DEI) and providing high quality services and programs as they relate to clients, subcontractors, co‑workers, suppliers, and the public.

• High School diploma or equivalent. Associate degree…