Administrative Assistant

Position Summary

The Administrative Assistant provides administrative and clerical support to ensure efficient daily office operations. This position is responsible for front desk activities, employee timekeeping documentation, certified payroll records, document management, and general administrative support.

The ideal candidate is organized, detail-oriented, dependable, and able to manage multiple responsibilities while maintaining accurate records, meeting deadlines, and communicating effectively with employees, supervisors, and other departments.

Key Responsibilities

Front Office & Administrative Support

• Answer incoming telephone calls, respond to general inquiries, and direct calls and messages to appropriate personnel.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Maintain office supplies, coordinate orders, and arrange maintenance for office equipment as needed.
• Prepare, scan, organize, and maintain administrative documents and electronic records.
• Provide general clerical and administrative support to management and other departments.

Timekeeping & Payroll Support

• Prepare and distribute weekly timesheets to supervisors and designated personnel.
• Review employee timecards for accuracy and completeness before submission to the Payroll Department.
• Communicate with supervisors to resolve missing or incorrect timekeeping information.
• Review and verify union apprentice timesheets and assist with union-related employee documentation.
• Maintain organized timekeeping records and supporting documentation.
• Assist with certified payroll preparation, reporting, and documentation under the guidance of designated personnel.
• Develop knowledge of certified payroll requirements, reporting procedures, and submission deadlines.
• Collect, review, organize, and forward certified payroll records for HSI Mechanical and its subcontractors.

• Notify the Payroll Department of new projects requiring certified payroll reporting.

Departmental & Operational Support

• Prepare and process billing documentation for small sheet metal fabrication jobs.
• Maintain the monthly Service Department log, prepare required forms, and distribute information to the Service Manager.
• Assist with preparing, organizing, and maintaining employee documentation and files.
• Coordinate with accounting, payroll, supervisors, and other departments to support administrative processes.
• Perform other related duties as assigned.

Qualifications

• Proficiency in Microsoft Office applications, particularly Word and Excel.
• Ability to operate standard office equipment, including computers, printers, scanners, copiers, and telephones.
• Strong organizational skills with the ability to prioritize tasks and meet established deadlines.
• Attention to detail and ability to maintain accurate records.
• Effective written and verbal communication skills.
• Ability to work independently and collaboratively with employees across multiple departments.
• Ability to handle confidential employee and company information appropriately.
• Willingness to learn company procedures and adapt to changing administrative needs.

Education & Experience

• High school diploma or equivalent preferred.
• Previous experience in an administrative, clerical, or front office support role preferred.
• Experience in construction, mechanical contracting, or related industry preferred.

Physical Requirements and Work Environment

• Work is primarily performed in a professional office environment.
• Regular use of computers, telephones, and standard office equipment.
• Prolonged periods of sitting and computer-related work.

• Occasional standing, walking, bending, reaching, and moving office materials.
• Ability to occasionally lift and carry office supplies or materials weighing up to 10 pounds.
• Regular communication with employees, supervisors, vendors, and other departments.
• Must be able to perform the essential functions of the position, with or without reasonable accommodation.

Work Schedule:

• Must be available to work Monday through Friday, 7:00am - 3:30pm

Monday - Friday, 7:00am - 3:30pm