Administrative Assistant
Posted 07/31/2024
By Kristin Dorsey
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.