Administrative Assistant

Job Title: Administrative Assistant
Company: Tomco Construction, Inc.
Location: Newnan, Georgia (In-office position, no work from home)
Salary Range: $18-$20

Job Description:

We are currently seeking an experienced Administrative Assistant to join our team at Tomco Construction, Inc. This role involves providing comprehensive administrative support, managing front desk responsibilities, and contributing to the efficient operation of our office. The Administrative Assistant will play a vital role in coordinating office activities, handling phone communications, and ensuring a seamless flow of day-to-day operations.

Responsibilities:

• Greet and welcome guests upon their arrival at the office.
• Direct visitors to the appropriate person and office.
• Answer, screen, and forward incoming phone calls efficiently.
• Maintain a tidy and presentable reception and conference area, stocked with necessary stationery and materials.
• Provide basic and accurate information in person and via phone/email.
• Receive, sort, and distribute daily mail and deliveries.
• Order front office supplies and maintain an inventory of stock.
• Track conference room meeting schedules, providing support and excellent customer service to guests.
• Perform additional administrative duties such as filing, photocopying, transcribing, and faxing.

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Requirements and Skills:

• Proven work experience as an Administrative Assistant, Front Office Representative, or similar role.
• Proficiency in Microsoft Office Suite.
• Hands-on experience with office equipment (e.g., copier, phone systems, fax services).
• Professional attitude and appearance.
• Solid written and verbal communication skills.
• Ability to be resourceful and proactive when issues arise.
• Excellent organizational skills.
• Multitasking and time-management skills, with the ability to prioritize tasks.
• Customer service attitude.

Additional Responsibilities:

• Manage the main phone system, answering calls from 8:00 AM to 5:00 PM on weekdays.
• Coordinate retrieval and return of phone messages when calls cannot be answered.
• Retrieve and disperse mail from the PO Box and on-site mailbox regularly.
• Manage visitors and guests during meetings, including preparation and function of conference rooms.
• Utilize construction management software and/or tracking systems to keep project information current and accessible.
• Order and coordinate office supplies.
• Maintain a list of Certificates of Insurance and W9 for subcontractors.
• Assist project management teams with project owner-required information.
• Coordinate the flow of day-to-day invoices.
• Provide administrative support to the company as needed.
• Assist project management teams with phone calls and follow-ups on subcontracts, invoicing, closeout documents, etc.
• Assist the Vice President with the coordination of job site visits and employee meetings.