Administrative Assistant

Administrative Assistant at Zachry Group

The Administrative Assistant provides daily support to the company’s administrative and management team, and general office operations. Responsibilities include receptionist duties, file & record coordination, scheduling, travel arrangements, clerical tasks, and supporting corporate managers.

Reports to the Office Manager and interfaces with corporate managers in all departments. Must interact well with clients.

• Provide general office receptionist/administrative functions such as mail handling, creation of Fed Ex labels, package shipping, document preparation, faxes, couriers, phone and visitor management, and office & kitchen supplies.
• Support the office administrative and managerial team with scheduling, coordinating travel and meeting activities, and daily assistance to maximize efficiency.
• Filing, record retention and storage (Safety, Quality).
• Meeting planning: scheduling conference rooms, conference calls, arranging meals and refreshments as requested.
• Make travel arrangements including airline and hotel reservations.
• Answer and route incoming calls.
• Complete special projects or other duties as assigned.
• Work effectively as a team member within the departments.
• Manage overhead payroll and timesheets.
• Issue overhead purchase orders.
• Maintain Madison promotional items inventory and stock cabinets.
• Help maintain general office cleanliness.
• Support jobsite office managers (making copies, job applications & safety forms).
• Support leadership team with administrative tasks (plan meetings, etc.).
• Notify quality control manager when quality packages are received.
• Scan and email copies of R-forms from received packages to assist in updating repair logs.
• Help with filing of quality packages once R-forms have been reviewed and signed by A.I. and submitted to NBIC and jurisdiction (if required).
• Assist with mailing/Fed Ex of R-forms to NBIC and jurisdictional authorities once reviewed and approved by quality.
• Review incoming mail for returned NBIC repair forms and invoices related to NBIC registration.

• This position is an office/desk role with no regular exposure to significant noise, heat, chemicals or extreme weather conditions beyond typical ambient office conditions.
• It requires the ability to navigate within an office environment.
• Use of phone and computer, conduct meetings, and deliver tours of the facility.
• Maintain a clear, understandable speaking voice, capable of communicating vital business information to internal and external contacts.
• Accurate and clear vision and hearing.
• Ability to remain seated for extended periods, as well as stand for extended periods.
• Digital manipulation skills to utilize a computer keyboard and basic tools.
• Body dexterity to bend, stoop, and reach for related office materials.
• Ability to lift up to 30 lbs.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school graduate or equivalent experience required.
• Basic reading, writing, math and strong verbal communication skills.
• Ability to pass a pre-employment background and drug test.
• Ability to pass a motor vehicle check (drive company vehicles occasionally).
• Minimum two years’ administrative support experience.
• Experience in a construction company preferred.
• Knowledge of general office equipment: automated phone system, computer, copy machine, fax machine, postage machine.
• Advanced knowledge of standard office software programs: MS Office (Word, Excel, PowerPoint, Outlook).
• Professional appearance and demeanor.
• Flexibility and willingness to work within constantly changing priorities with enthusiasm.
• Detail oriented; commitment to excellence and high standards.
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Excellent ability to manage workflow, handle interruptions, and be flexible with changing tasks.
• Ability to work independently and as a team player.
• Ability to read and understand information and ideas presented in writing.
• Ability to communicate information and ideas in writing so others will understand.
• Ability to verbally communicate clearly and concisely.
• Demonstrate ability to handle confidential information and sensitive situations effectively.
• Experience with event planning, travel scheduling, and meeting coordination.
• Excellent customer service skills.
• Ability to set priorities and accomplish multiple tasks.

Entry level

Full-time

Administrative

Construction

Location:

Monroe, LA

Salary: $33,000.00 – $35,000.00