Administrative Assistant

Long-term contract 1 year plus!

One of our high-end construction clients are seeking a detail-oriented and organized Administrative Assistant to join their team. The successful candidate will provide administrative support to ensure efficient operation of the office. They will support managers and employees through a variety of tasks related to organization and communication. The Administrative Assistant will be responsible for confidential and time-sensitive material and must be familiar with a variety of the field's concepts, practices, and procedures.

Key Responsibilities:

• • Perform general office duties such as answering phones, greeting visitors, and managing correspondence (emails, letters, packages, etc.).
  • Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing orders, and verifying receipt of supplies.
  • Organize and schedule meetings and appointments, preparing agendas and taking minutes as necessary.
  • Prepare and edit documents, reports, and presentations.
  • Maintain a filing system for important and confidential company documents.
  • Ensure that project documentation is accurate, up-to-date, and accessible to the team.
  • Assist in the preparation and distribution of project documentation, including contracts, submittals, and transmittals.
  • Coordinate with project managers and team members to ensure that projects stay on track.
  • Help prepare project schedules, tracking and reporting project progress.
  • Act as the point of contact for internal and external clients.
  • Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.
  • Communicate effectively with all levels of staff and clients, maintaining a professional and friendly demeanor.
  • Enter data accurately into databases, spreadsheets, and other systems.
  • Generate regular and ad-hoc reports as required.
  • Ensure data integrity and confidentiality.
  • Assist with basic bookkeeping tasks, including invoicing, accounts payable/receivable, and budget tracking.
  • Reconcile financial discrepancies by collecting and analyzing account information.

Qualifications:

• High school diploma or equivalent; additional qualification as an Administrative assistant will be a plus.
• Proven experience as an administrative assistant or in a similar role.
• Proficient in MS Office (MS Excel, Word, and Outlook).
• Knowledge of office management systems and procedures.
• Familiarity with construction industry practices and terminology is preferred.
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to multi-task.