Administrative Assistant

Administrative Assistant

Direct Manager: Contracts Manager

Department: Administrative

Direct Reports: None

The Administrative Assistant facilitates the efficient operation of the assigned departments by performing a variety of clerical and administrative tasks, as well as the day-to-day functioning of the office. This position will be responsible of greeting visitors; therefore, a high professional manner is expected. The Administrative Assistant will also provide high-level clerical support to the Executive Team and the Administrative and Contracts Manager by performing a variety of secretarial duties and skilled tasks that may include preparing reports, conducting research, and collecting data.

Overall Focus

• General Office Management

• Accounting Department
• HR Department

• Contract Management
• Risk Management
• Estimating

General Office Management

• Maintains office supplies inventory and coordinates maintenance for office equipment, such as computers, printers, telephones, etc.
• Requests credit authorization or approvals from CFO/Controller for office orders and general office maintenance requests.
• Orders supplies and other items needed for projects as requested by Project Managers.
• Welcomes and directs visitors and clients.
• Answers, screens, and transfers phone calls.
• Schedules and assists with conference calls or meetings as requested.
• Handles all the logistics and arrangements (including catering) of internal events such as trainings, Safety Meetings, Social Events, Lunch & Learns, Holiday events, and others.
• Assists with the preparation of conference rooms for meetings following the established protocols, including catering, video conferencing equipment, supplies, and any other requested materials.
• Responsible for scheduling courier deliveries, and handling other mail and shipping requests such as certified letters, FedEx Overnight Shipping, etc.
• Distributes mail and faxes following the established protocols.
• Responsible for maintaining the office directory up to date.
• Supports the Administrative Manager by managing Corporate Outlook Inboxes such as Info, Safety, Contracts, Estimating and Personal.
• Maintains storage log, requests, and sends boxes as needed.
• Responds to and resolves administrative inquiries and questions.
• Coordinates and schedules meetings for Department Heads as needed.
• Performs other duties as assigned.

Accounting

• Sends all office order receipts (Instacart, lunches, supplies, catering, and any other purchases) to the Accounting Department for reconciliation.

HR Department

• Maintains Manpower Log by:
  
  • Reviewing requests for laborers in order of arrival.
  • Negotiates when receiving multiple requests for a specific laborer.
  • Sends out a weekly report to notify the Operations Team and the laborers of the next week's schedule.
  • Sends a Manpower Report to the VP of Construction every Monday.

Contracts Management

• Responsible for checking the Contracts Inbox for Certificates of Insurance.
• Sends new requests for Certificates of Insurance when a new subcontractor is submitted.
• Requests renewal certificates when expiring.
• Reviews COIs for Compliance
• Contacts agents and subcontractors to resolve non-compliance issues.
• Saves COIs and manually updates new and old information in Procore.
• Advises team members of the Operations Department of Non-Compliance issues when unresolved or unresponsive.
• Saves executed contracts into Procore and the Project Folder within DocuSign.
• Adds contract compliance information into the accounting system.
• Follow up with subcontractors to obtain Payment & Performance Bond when required.

Risk Management

• Provides a list of active jobsites to the Safety Director on a monthly basis.
• Sends a Safety Meeting reminder via email on a monthly basis.
• Coordinates and prepares the Learning Loft for monthly safety meetings by setting up the room and ordering catering.
• Distributes Safety Inspections on a bi-weekly basis to the Operations Team and saves a copy on the internal server.

Qualifications

• Associates degree required, bachelor's degree in related field preferred.
• 1 to 3 years of experience in an administrative role.

Attributes for Success

• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Basic understanding of office equipment.

• Flexible and adaptable in various situations and when interacting with many different personalities.
• Knowledge of, or ability to quickly acquire, familiarity with the roles and function of the assigned department.
• Ability to work independently and prioritize.