Job Description:
The Administrative Assistant is responsible for handling the work load of a busy construction office. This person in this position must have outstanding customer service skills to greet office visitors, answer and direct incoming calls from a 13 line phone system, along with providing administrative support to ensure efficient operation of the office. This position supports managers and employees through a variety of tasks related to organization and communication.
Primary Responsibilities:
- Answer and direct phone calls utilizing a multi-line phone system
- Organize and schedule meetings and appointments
- Maintain contact lists and monthly calendars
- Assist Office Manager as needed
- Produce and distribute correspondence memos, letters, faxes, and forms
- Assist in the preparation of regularly scheduled reports
- Develop and maintain a filing system
- Maintain inventory of all office supplies
- Submit and reconcile expense reports
- Daily data entry of time tickets and preparation of timecards for payroll processing
- Greet and provide general support to visitor
- Maintain inventory of all project binders and customized forms
- Occasionally run errands for the company
- Work overtime when needed
- Other duties as assigned
Skills and Experience Requirements:
- 2 years of Administrative experience
- Strong verbal, written and phone communication skills
- Strong computer skills including Microsoft Word, Excel, PowerPoint, Outlook
- Strong typing skills
- Able to manage multiple projects in a fast-paced environment
- Ability to work both independently and as a team
- Excellent communication skills
- Good time management skills
- Ability in problem-solving Strong sense of urgency