Administrative Assistant

JOB LOCATION

JOB CATEGORY

JOB RESPONSIBILITIES

• Assist in the preparation of all required correspondence, meeting minutes, etc.
• Prepare subcontracts, purchase contracts, and change orders.
• Prepare, edit, and proofread proposal letters and bid forms.
• Assist with obtaining bid bonds.
• Assist with permit applications and scheduling inspections.
• Create job folders electronically.
• Monitor GEM Licenses email folder and distribute appropriately.
• Prepare weekly manpower lists.
• Maintain Find-It-Fix-It spreadsheet and distribute gifts weekly.
• Distribute Safety Meeting & Safety Summary.
• Receptionist coverage (part-time Receptionist hours are 9:30 – 2:30) daily and when out of office.
• Prepare outgoing mail.
• Order and distribute snacks for office and warehouse.
• Maintain credit card expenses through company Visa Clarity software.
• Ordering lunches for meetings.
• Prepare foreman file boxes.
• Create Panduit labels/wire marker tags for field personnel.
• Scheduling functions and meetings, internally and externally.
• Miscellaneous administrative and clerical duties as required.

SKILLS

• Good communication skills.
• Good at identifying problems and providing potential solutions.
• Must be organized, detail-oriented and able to work independently.
• Able to pivot with unexpected changes in requirements and deadlines while accommodating customer needs and maintaining processes and procedures.
• Must be a skilled typist and have strong computer skills, especially in O365 (Word, Excel, PowerPoint, Outlook, etc.).
• Must possess ability to critically review written communications for proper sentence structure, punctuation, and grammar; and offer suggested corrections.
• Must be skilled at using PDF authoring applications such as Adobe Writer, Bluebeam Revu, etc. and web conferencing applications such as Teams.
• Must have good time management skills.
• Working knowledge of terminology and documents used commercial and industrial construction industry preferred.

EDUCATION/EXPERIENCE

• Three or more years of administrative experience in related industry preferred.
• A minimum of a high school diploma or GED is required. College education in business or construction management is beneficial.