Administrative Assistant

We are looking for a master multi-tasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail. Generally being a helpful and positive presence in the workplace is a must.

To be successful as an Administrative Assistant, candidates should be professional, polite, and attentive while also being accurate. They should always be prepared and responsive, willing to meet each challenge directly. The Administrative Assistant must be comfortable with computers, general office tasks, and excel at both verbal and written communication. Most importantly, Administrative Assistants should have a genuine desire to meet the needs of others.

Administrative Assistant Responsibilities

  • Answer phones
  • Greets visitors
  • Prepare mailings
  • Draft letters/memos
  • Data entry
  • Copies
  • Filing
  • Preparation of job documents (subcontractor list, submittal log, safety manuals, sediment and erosion control logs, Miss Utility, etc.)
  • Send post-award invitations
  • Forward job correspondence
  • Order and maintain office supplies
  • Compare and confirm field tickets to invoicing
  • Update database
  • Schedule miscellaneous field vendors
  • Obtain equipment transportation permits
  • Put drawings and specification onto systems and update as needed
  • Manage employee security clearance and drug testing per job and/or municipality
  • Ensure proper subcontractor participation
  • Attain submittals and LEED data from Subcontractors and process
  • Complete job closeout documents
  • Perform additional responsibilities as requested

Administrative Assistant Requirements

  • Exceptional written and oral communication skills
  • Exceptional organizational skills
  • Demonstrated knowledge of PC-based computers
  • Knowledge of Microsoft Word and Excel
  • Ability to maintain confidential information
  • Prior administrative experience.
  • Attention to detail.
  • Desire to be proactive and create a positive experience for others.

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