Administrative Assistant

Administrative Assistant

Job Category: Administration

Full-Time

On-site

Tampa, FL, USA

Description

Any employment offers are contingent upon successful completion of the following:

• Verification of work authorization and employment eligibility
• Substance abuse screening
• Physical exam (if applicable)
• Background checks for badging/security clearances (if applicable)

About Hensel Phelps:

Founded in 1937, Hensel Phelps specializes in building development, construction, and facility services in markets ranging from aviation to government, commercial, transportation, critical facilities, healthcare, and transportation. Ranked #1 in aviation and #6 overall general contractor in 2024 by BD+C, Hensel Phelps is one of the largest employee-owned general contractors in the country. Driven to deliver excellence in all we do and supported by our core values of ownership, integrity, builder, diversity, and community, Hensel Phelps brings our clients' visions to life with a comprehensive approach that begins with innovative planning and extends throughout the life of the property.

Position description:

Administrative assistants manage and distribute information within the construction site office. This generally includes answering phones, taking notes, and maintaining construction documents and files.

Position qualifications:

• Ability to read and comprehend simple instructions, short correspondence, and memos. This includes the ability to write simple correspondence.
• Effectively presents information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Willingness to take direction and follow instructions. Requires the ability to carry out detailed but uninvolved written or oral instructions.
• Ability to deal with problems involving a few concrete variables in standardized situations.
• Willingly asks questions and implement new and more effective procedures to document control and management.
• Works collaboratively with others and fosters a positive work environment related to teamwork.
• Understands and meets quality standards.

Essential duties:

• Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer. Prepares outgoing mail and correspondence, including e-mail and faxes.
• Takes dictation in shorthand or by machine and transcribes notes on typewriter or computer or transcribes from voice recordings.
• Composes routine correspondence.
• Organizes and maintains operational file system and files correspondence and other records.
• Answers and screens manager's telephone calls and arranges conference calls.
• Coordinates manager's schedule and makes appointments.
• Arranges and coordinates travel schedules and reservations.
• Coordinates and arranges meetings, prepares agendas, reserves, and prepares facilities, and records and transcribes minutes of meetings.
• Makes copies of correspondence or other printed materials.
• Orders and maintains supplies and arranges for equipment maintenance.
• Prepares source data for computer entry by compiling, processing customer and account source documents. This includes entering customer and account data.

Physical work classification & demands:

Light work. Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

The individual in this position will periodically walk, kneel, sit, crouch, reach, stoop, read/see, speak, push, pull, lift, stand, and finger/type. The frequency of each action varies by workflow and office activity.

Walking - The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, boxes, cabinets, etc.

Constantly operates a computer and other office machinery, such as a calculator, copy machine, phone, computer, and computer printer.

The person in this position frequently communicates with employees and external stakeholders regarding a variety of topics related to office administration.

Constantly computes, analyzes, and conceptualizes mathematical calculations and formulas.

Constantly reads written communications and views email submissions.

The person in this position regularly sits in a stationary position in front of a computer screen.

Visual acuity and ability to operate a vehicle as certified and appropriate.

Rarely exposed to high and low temperatures

Rarely exposed to noisy environments and outdoor elements such as precipitation and wind.

Benefits:

Hensel Phelps provides generous benefits for our full-time employees. This position is eligible for company-paid medical insurance, life insurance, accidental death & dismemberment, long-term disability, 401(K) retirement plan, and our employee assistance program (EAP). Hensel Phelps also believes in the importance of taking time to recharge. As a result, employees are eligible for paid time off beginning upon hire.

Equal opportunity and affirmative action employer:

Hensel Phelps is an equal opportunity employer. Hensel Phelps is committed to engaging in affirmative action to increase employment opportunities for protected veterans and individuals with disabilities. Hensel Phelps shall not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity and expression, domestic partner status, pregnancy, disability, citizenship, genetic information, protected veteran status, or any other characteristic protected by federal, state, or local law.