Administrative Assistant

Knife River

Good Pay! Good Benefits! Good People! Knife River is a PEOPLE-first company. Our team members are key to our success, and we are committed to giving them the tools, training, and time to do their jobs productively and go home safely each day. Please consider joining our growing team today!

At Knife River, we take care of our team because we know it’s our people who make us successful. We are one of the 10 largest construction materials producers/contractors in the Country. Our goal is to build strong teams that, in turn, build strong communities. We are also a publicly traded company on the NYSE with the ticker symbol KNF and part of the S&P Mid Cap 400 index.

ROLE OVERVIEW:

Responsible to be friendly, first point of contact for staff and visitors, and provide services in the areas of corporate reception, clerical duties, purchasing, mail systems, document preparation and office support to various functional areas.

Typical hours are Monday - Friday 7:30 AM - 4:30 PM;
Flexible.

EDUCATION AND/OR WORK EXPERIENCE REQUIREMENTS

• Over 3 months up to and including 6 months from post high school, work, military, institutional or vocational environment.
• One year of customer service or administrative/office management experience preferred.
• Working knowledge of standard office equipment (PC, fax machines, printers, copiers, calculators, postage meter, etc.)
• Proficiency in Microsoft Office products.
• Ability to speak English and Spanish is a plus.

DUTIES AND/OR RESPONSIBILITIES:

• Receives caller at establishment, determines nature of business and directs callers promptly to destination.
• Greet guests in friendly and professional manner at the front desk, assist and direct them to appropriate people while adhering to safety protocols and controlled access to office.
• Proactive in creating, maintaining, and promoting a pleasant, clean, and organized reception area and work environment, always aware of the visitor’s view, and keeping information secure and confidential.
• Provide employment applications and assist in completing applications as needed.
• Updates phones lists and directories and distributes accordingly.
• Provides email communication to main office and as directed.
• Cleans, maintains, and fills the copiers, printers, and fax machines. Handles repairs of office equipment including contacting and directing service providers.
• Requests, updates, and maintains list for COIs from Subcontractors & Vendors.
• Receives, logs, and processes cash and checks for deposit.
• Prepares credit reference letters for customers.
• Provides information regarding activities conducted at the office and locations within organization.
• Types memos, correspondence, reports, address envelopes, mailings and other documents accurately and files items as appropriate.
• Anticipates needs and purchases office supplies and equipment within budget at lowest cost while maintaining quality. Organizes and updates supplies in office and warehouse. Codes invoices for purchases.
• Manages incoming and outgoing mail; prepares UPS and Fed Ex packages.
• Communicates effectively (verbal, listening, written) and maintains composure when assisting challenging people under high stress situations.
• Self-motivated, team-player with “can-do” attitude, good interpersonal skills and ability to prioritize tasks and responsibilities to meet deadlines; punctual, adaptable; maintain positive customer relations & act courteous/respectful of others.
• Maintain and promote company’s quality standards. Troubleshoot and problem solve situations/problems (material quality, equipment operation/repair, etc.)
• Reports any safety issues or concerns promptly to safety supervisor or management.
• Maintains excellent attendance record to provide quality administrative support to co-workers and managers/supervisors.
• Sends out letting requests to DBE Contractors and maintains quote list.
• Sends out letting results to company management.
• Sends out preconstruction meeting letters.
• Builds poster boards as requested and distributes to appropriate people.
• Receives subcontracts and reviews checklist to ensure completeness and follow-up accordingly.
• Downloads and distributes working day reports for assigned jobs.
• Manages…