Administrative Assistant

Description

ADMINISTRATIVE ASSISTANT

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

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 preferred.
• Minimum 1–3 years of administrative support experience, preferably in manufacturing, construction, or a related business.
• Experience with Microsoft Office software applications.
• Experience working closely with confidential and proprietary information and maintaining integrity of conversations and data where needed.
• Strong professional team player, with effective collaboration, organizational and relationship‑building skills. Demonstrated elevated level of integrity and dependability.
• Ability to manage workflow and meet deadlines in a fast‑paced environment with multiple and sometimes changing priorities independently and effectively.
• Excellent written communication skills, including high quality documentation and report preparation. Strong listening, interpersonal and verbal communication skills. Strong telephone communication skills.
• Strong independent problem‑solving skills, detail orientation, customer service and time‑management skills.
• Process orientation preferred.

At Arch Key…