Administrative Assistant

Job Description

Administrative Assistant

The Administrative Assistant facilitates the efficient operation of the assigned departments by performing a variety of clerical and administrative tasks, as well as the day-to-day functioning of the office. This position will be responsible of greeting visitors; therefore, a high professional manner is expected. The Administrative Assistant will also provide high-level clerical support to the Executive Team and the Administrative and Contracts Manager by performing a variety of secretarial duties and skilled tasks that may include preparing reports, conducting research, and collecting data.

Reporting Structure

Direct Manager: Administrative Manager

Department Manager: CFO

Functional Reports: Department Managers and Executives

Direct Reports: None

Overall Focus

General Office Management

Accounting Department

HR Department

Contract Management

Risk Management

Estimating

General Office Management

Maintains office supplies inventory and coordinates maintenance for office equipment, such as computers, printers, telephones, etc.

Requests credit authorization or approvals from CFO/Controller for office orders and general office maintenance requests.

Orders supplies and other items needed for projects as requested by Project Managers.

Welcomes and directs visitors and clients.

Answers, screens, and transfers phone calls.

Schedules and assists with conference calls or meetings as requested.

Handles all the logistics and arrangements (including catering) of internal events such as trainings, Safety Meetings, Social Events, Lunch & Learns, Holiday events, and others.

Assists with the preparation of conference rooms for meetings following the established protocols, including catering, video conferencing equipment, supplies, and any other requested materials.

Responsible for scheduling courier deliveries, and handling other mail and shipping requests such as certified letters, FedEx Overnight Shipping, etc.

Distributes mail and faxes following the established protocols.

Responsible for maintaining the office directory up to date.

Supports the Administrative Manager by managing Corporate Outlook Inboxes such as Info, Safety, Contracts, Estimating and Personal.

Maintains storage log, requests, and sends boxes as needed.

Responds to and resolves administrative inquiries and questions.

Coordinates and schedules meetings for Department Heads as needed.

Performs other duties as assigned.Accounting

Sends all office order receipts (Instacart, lunches, supplies, catering, and any other purchases) to the Accounting Department for reconciliation.HR Department

Assists the HR Director and Generalist by receiving and delivering uniform requests to employees.

Supports the new hire onboarding by preparing employee desks, and handing over new hire packets, when necessary.

Maintains Manpower Log by:

Reviewing requests for laborers in order of arrival.

Negotiates when receiving multiple requests for a specific laborer.

Sends out a weekly report to notify the Operations Team and the laborers of the next week’s schedule.

Sends a Manpower Report to the VP of Construction every Monday. Contracts Management

Responsible for checking the Contracts Inbox for Certificates of Insurance.

Sends new requests for Certificates of Insurance when a new subcontractor is submitted.

Requests renewal certificates when expiring.

Reviews COIs for Compliance

Contacts agents and subcontractors to resolve non-compliance issues.

Saves COIs and manually updating new and old information in Procore.

Advises team members of the Operations Department of Non-Compliance issues when unresolved or unresponsive.

Saves executed contracts into Procore and the Project Folder within DocuSign.

Adds contract compliance information into the accounting system.

Follow up with subcontractors to obtain Payment & Performance Bond when required.Risk Management

Provides a list of active jobsites to the Safety Director on a monthly basis.

Sends a Safety Meeting reminder via email on a monthly basis.

Coordinates and prepares the Learning Loft for monthly safety meetings by setting up the room and ordering catering.

Distributes Safety Inspections on a bi-weekly basis to the Operations Team and saves a copy on the internal server. Qualifications

Associates degree required, Bachelor’s degree in related field preferred.

3 to 5 years of experience in an administrative role. Skills and Abilities

Excellent verbal and written communication skills.

Excellent interpersonal and customer service skills.

Proficient in Microsoft Office Suite or related software.

Excellent organizational skills and attention to detail.

Basic understanding of clerical procedures and systems such as recordkeeping and filing.

Basic understanding of office equipment.

Flexible and adaptable in various situations and when interacting with many different personalities.

Knowledge of, or ability to quickly acquire, familiarity with the roles and function of the assigned department.

Ability to work independently and prioritize.Physical Requirements

Prolonged periods sitting at a desk and working on a computer.

Must be able to lift to 15 pounds at times.

Must be able to occasionally move inside the office to access cabinets, office equipment, etc.

Must be able to frequently communicate with employees, clients, vendors, visitors, etc.