Description

OFFICE ADMINISTRATIVE ASSISTANT

In this role, candidates would be seen as the first point of contact for the company and supports the office personnel as both a resource and leader. Demonstrate skills in management practices, administrative processes, and procedures, including strong leadership, organizational, prioritizing, and problem-solving skills while making it a priority to work harmoniously with individuals while maintaining a commitment of professionalism. The administrative assistant's core duties, required knowledge, abilities, and skills include the following:

• Maintain a high level of confidentiality and commitment of professionalism.
• Communicate clearly and concisely in both written and oral form.
• Work independently and organize complex clerical tasks.
• Ability to be flexible and adaptable in a variety of situations.
• Meet strict timelines and perform multiple tasks.
• Cost consciousness
• Proficiency in the use of office technology & software (Microsoft Teams, CMiC, Office 365, Microsoft Office, Bluebeam, etc.)
• Welcome visitors by greeting them, in person or on the phone.
• Keep field office & office equipment stocked - taking inventory/ordering supplies.
• Request bids for office items (i.e. cleaning), site items (i.e. dumpsters, portable toilets, construction supplies, etc.) as required.
• Code general office and project invoices and process them through workflow.
• Correctly code and submit employee credit card reports and vouchers and manage employee vouchers.
• Coordinate check requests for approval and payment
• Maintain Subcontractor bidding lists.
• Maintain electronic project files.
• Perform and assist with project specific subcontractor and vendor accounting & administrative related duties, for multiple assigned projects including:
• Various data entry as needed.
• Coordinate work meeting meals as required.
• Communicating in a positive and effective manner with staff, vendors, subcontractors, and visitors.
• Performing other duties assigned
• Commitment of professionalism
• Excellent time management skills and the ability to prioritize work.

Required Skills

• 5+ years in the administrative and office environment
• Excellent time management skills and the ability to prioritize work
• Strong organizational skills with attention to detail
• Communicate clearly and concisely in both written and oral form
• Maintain a high level of confidentiality and commitment of professionalism
• Ability to work independently
• Remain calm under trying circumstances and work with frequent interruptions
• Knowledge and proficiency in the use of technology (i.e., computers, Microsoft Office Suite, MS Teams, Multi-line phone system, Adobe and/or Bluebeam, General Office Equipment such as copier/scanner, etc.)