Job Details

Administrative Assistant

Perform traditional office duties and high level administrative functions in support of project operations.

Tasks (Include, but not limited to, the following):

• Operate office equipment such as fax machines, copiers, scanners,  and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
• Answer telephones, direct calls, take messages, or transfer calls to appropriate individuals.
• Set up and maintain paper and electronic filing systems for records, inventory, mailing, database systems, correspondence, and other material.
• Compile, copy, sort file records for projects and other related activities
• Review files, records, and other documents to obtain information to respond to requests.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Project Preparation to include base pass processing, coordination of required training, coordination of supplies, required signs, etc.  for project sites .
• Binder Preparation for all certificates, submittals, reports, daily report, weekly meetings and other related documents.
• Light to heavy printing for quality control plans, documents, drawings, etc., for jobs
• Heavy reproduction and distribution of manuals and binders.
• Review work done by others to check for correct spelling and grammar, ensure that company formats are followed, and recommend revisions.

QUALIFICATIONS / SKILLS

• Due to the high degree of interaction with the team, supervisors, management and peers, you are expected to have excellent interpersonal communication skills, both written and verbal.
• Must be proficient in oral comprehension, oral expression and written comprehension
• Must have strong knowledge of administrative and clerical procedures and systems such as word processing, managing files and records and other office procedures and terminology.
• Deadlines are important, therefore, you must have the ability to multi-task, prioritize, and exercise time management to ensure that multiple deadlines are met.

• Must be computer literate, proficient in word and excel
• Must be resourceful in gathering information by observing, receiving, and otherwise obtaining information from relevant sources.
• Must be proficient in documenting, recording, and processing information in written or electronic form as well as compiling, coding, categorizing, verifying information or data.
• Must be a team player with the ability to work with a diverse group of people.
• Must be able to work at respective project site location and office.
• Must be able to work fulltime which may include some evenings and weekends.
• Must have reliable transportation to and from work with a valid driver’s license.

Education and Experience

• High School Diploma or its equivalent
• A minimum of two years’ experience in providing strong administrative support for a diverse team of professionals and peers.