The Administrative Assistant provides a wide variety of administrative support services to team and balance administrative responsibilities along with other responsibilities, including collecting site documents, scanning documents, timekeeping and coordinating vehicle maintenance.
Responsibilities:
• Receives and screens phone calls visitors and directs.
• Composes and distributes complex correspondence.
• Often researches information and compiles summary reports.
• Reviews accuracy and format of outgoing documents.
• Coordinates requests from client, manager, and colleagues.
• Maintains file of important matters for manager attention upon return. Assists staff in certain procedures.
• Coordinates with all functions at the jobsite to ensure all project documentation is scanned (as necessary) and transmitted to the Project Document Manager.
• Supports site audits of the document management program.
• Stay current on all document management governance documents and documentation quality requirements.
• Perform quality self-assessments of documents input into Aconex.
• Collects, reviews, and distributes incoming hard copy and electronic mail. Independently handles mail not requiring manager attention.
• Coordinates complex travel arrangements, including details of business plans and expense reports.
• Coordinates meetings, arranging for facilities, equipment, and catering. May prepare and distribute notices, agendas, information packets, and minutes.
• Independently maintains a hard copy or electronic calendar for responsible manager(s).
• Develops and guides the implementation of office procedures and of filing and record-keeping systems.
• Performs other administrative or clerical duties as assigned.
• May manage vehicle mileage logs, vehicle parking pass assignment.
• Coordinates with new employees to ensure appropriate paperwork is collected and sent to the required departments
• Handles facility coordination and badge issuance.
• Assigns IT equipment to new team members.
• Works with project accounting to coordinate e-Track and time charging tracking.
Education and Experience Requirements:
• Must have minimum of 5 years office administrative/secretarial experience within the past 7 years.
• Must be able to work in a fast paced, construction environment.
• Must be able to demonstrate basic to intermediate proficiency using Microsoft Excel, Outlook, PowerPoint, and Word.
• Must have excellent written and verbal communication skills including spelling, grammar, punctuation, and proper use of syntax.
• Must be able to always provide clear communication to other personnel in a professional manner.
• Must be able to perform multiple tasks while meeting deadlines.
• Must hold a valid driver’s license.
• Must be willing and able to work overtime with little or no notice.
