General Summary of Duties: Provide administrative support to the project team Essential Duties and Responsibilities (Other duties may be assigned as required): |
Type/ email correspondence, purchase orders, owner change orders, reports, etc.
Properly utilize various types of forms used in the construction industry.
Handle telephone calls from Clients and Vendors. Communicate messages received in an effective manner.
Arrange travel schedules and reservations.
Maintain project filing system and keep filing up to date.
Process and distribute all incoming outgoing mail activities, including sending UPS and FedEx.
Make copies of/ electronically file correspondence or other printed matter.
Fax/ email correspondence or other printed matter.
Prepare monthly reports for monthly Owner meetings and weekly schedule/ foreman's meetings.
Assist with scheduling appointments.
Order appropriate supplies as needed and assist with maintaining office organization.
Arrange Business Meetings, schedule meetings and foreman's meetings.
Maintain and balance checkbook for petty cash account.
Assist with processing pay applications and field purchase orders and invoices.
Process paperwork for hiring and firing.
Monitor jobsite radio and provide assistance to field personnel.
Maintain first aid cabinet to make sure it is properly stocked at all times.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Associates Degree in business is preferred. High School diploma (or equivalent) is required.
Experience a minimum of five (5) years experience in an administrative assistant or secretarial role required. Previous administrative experience with a construction, architect, or engineering firm preferred.
Communication Skills ability to speak and read English required. Ability to also speak and read Spanish preferred. Ability to comprehend documents such as safety rules, operating manuals and Policy Procedure manuals required. Ability to properly write routine reports and correspondence required.
Typing Skills ability to type 60 words per minute.
Computer Skills excellent computer skills required. Proficiency in Microsoft Word, Outlook and Excel programs is required. Proficiency in Microsoft Access and PowerPoint preferred. Knowledge of computer filing systems and interaction with multiple servers through Windows Explorer.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Ability to perform repetitive movements
Ability to use hands to grasp
Ability to reach with arms.
Ability to stand, walk, stoop, kneel, squat, crawl, and twist
Ability to sit, climb and balance.
Ability to frequently lift and/or push or pull up to 25 pounds and occasionally lift and/or push or pull up to 50 pounds.
Other Relevant Information:
This position is a Non-Exempt position and is subject to overtime pay.
This position reports direct to the Superintendent and Project Manager.
Robins and Morton - Other Professionals - 9 months ago