Administrative Assistant

Job Description

Job Description

JOB SUMMARY:  

Administrative assistants typically handle a wide range of organizational, communication, and coordination tasks that keep an office running smoothly. The core duties have been separated into several major categories, each supporting daily operations and helping the company team stay efficient.

Core Administrative Responsibilities:

• Manage and distribute information across teams, including emails, documents, and internal communications.
• Handle requests and queries from managers, staff, clients, and partners, often acting as the first point of contact.
• Maintain and organize project filing both digital and physical, ensuring records are organized and accessible.

o Permits, Applications, Contracts, RFI’s and Change Orders

Scheduling & Coordination:

• Organize and schedule appointments, using office software to manage calendars and avoid conflicts.

o Management Calendars

o Site Visits

o Office Meetings

o Inspections

• Plan meetings, prepare agendas if required
• Coordination with Vendors, Subcontractors & Team

Communication & Front-Office Support

• Answer and route phone calls, greet visitors, and manage front-desk interactions.
• Draft, proofread, and format emails, memos, reports, and other correspondence.
• Operational & Team Support:
• Support bookkeeping tasks, such as making copies and filing PDF files.
• Assist with office supply management, ordering materials and maintaining inventory.
• Assist with onboarding of new employees by setting up workstations, employee equipment, or coordinating training sessions.
• Assist with ECOM Inventory Management - WASP
• Management of Telephone Directory

o Updating and providing the latest telephone directory to employees and subcontractors’ main directory

O Update office greeting and communication with Verizon Support Team (Verizon ‘s and One Talk Support) to include

• Request, Manage, update of Subcontractor W-9’s
• Certificates of Insurance to be kept updated for all active projects o Inclusive of notices of cancellations, terminations, reinstatements notices
• Ordering of Safety / PPE (Personal Protective Equipment)
• ACCELA Updates upon request and as needed
• Website Management upkeep

 

Skills That Shape the Role Across sources, administrative assistants are expected to demonstrate:

• Strong communication skills for interacting with staff, clients, and stakeholders.
• Solid tech proficiency, especially with office software and scheduling tools.
• Problem-solving abilities and the capacity to manage multiple tasks in fast-paced environments.

Additional Duties

• Requires 3-5 years of experience in Office Construction
• Assist with HR and or Bookkeeping tasks.
• Provide Executive Support and Project Coordination for the President and Vice President of organization

\nCompany Description

T&T Staff Mission Statement:

T&T Staff Management, Inc. is a Human Resources Outsourcing firm (or PEO) that is dedicated to providing superior solutions to problems in the areas of Human Resources, Workers' Compensation, Safety, Employee Benefit Administration, and Payroll to increase profitability and productivity for our client companies while simultaneously saving them time, and reducing labor costs and liability.

Company History:

Established in 1992, we have become the largest most financially sound Professional Employment Organization (PEO) in the Southwest. Our focus at T&T Staff is to assist you with your business whether large or small, to control costs, save time and eliminate time-consuming paperwork. Our professional staff is prepared to help you get in compliance with federal agencies such as OSHA, Wage and Hour, and EEOC which in turn can reduce costly employee turnover. We'll take care of the complex maze of federal, state and local regulations so you don't have to.

Our Safety / Risk Management Department is staffed with four Safety Specialist all who are OSHA 500 & 501 authorized trainers and who are all certified CPR/First Aid Instructors as well as one licensed Insurance Adjusters. Better human resource services, accurate payroll service, timely claims investigations, reduced accounting cost and outstanding customer service, that's who we are.

As a Character First! Company we strive to maintain the highest ethical standards in business holding to the belief that partnerships established on integrity are long lasting.

Company Description

T&T Staff Mission Statement:\r\n\r\nT&T Staff Management, Inc. is a Human Resources Outsourcing firm (or PEO) that is dedicated to providing superior solutions to problems in the areas of Human Resources, Workers' Compensation, Safety, Employee Benefit Administration, and Payroll to increase profitability and productivity for our client companies while simultaneously saving them time, and reducing labor costs and liability.\r\n\r\nCompany History:\r\n\r\nEstablished in 1992, we have become the largest most financially sound Professional Employment Organization (PEO) in the Southwest. Our focus at T&T Staff is to assist you with your business whether large or small, to control costs, save time and eliminate time-consuming paperwork. Our professional staff is prepared to help you get in compliance with federal agencies such as OSHA, Wage and Hour, and EEOC which in turn can reduce costly employee turnover. We'll take care of the complex maze of federal, state and local regulations so you don't have to. \r\n\r\nOur Safety / Risk Management Department is staffed with four Safety Specialist all who are OSHA 500 & 501 authorized trainers and who are all certified CPR/First Aid Instructors as well as one licensed Insurance Adjusters. Better human resource services, accurate payroll service, timely claims investigations, reduced accounting cost and outstanding customer service, that's who we are.\r\n\r\nAs a Character First! Company we strive to maintain the highest ethical standards in business holding to the belief that partnerships established on integrity are long lasting.