Administrative Assistant

Administrative Assistant

The Administrative Assistant provides broad administrative support across KDC Construction's general operations, risk, fleet, and safety functions. The role is responsible for maintaining accurate records and documentation, coordinating fleet and safety-related activities, supporting employee training and incident reporting, and assisting with subcontractor, licensing, lien notice, and audit requirements. The position also provides general office and receptionist support as needed. This role requires a highly organized, detail-oriented, and proactive professional who can effectively manage multiple priorities in a fast-paced construction environment. The ideal candidate has 35 years of administrative experience, strong Microsoft Office and data-entry skills, excellent communication and problem-solving abilities, and a demonstrated ability to take initiative and follow tasks through to completion. Construction industry experience is preferred.

Cirks Construction Inc. (CCI), dba KDC Construction is a leader in the construction industry with diverse individuals dedicated to our people, customers, projects, and community. We are maintaining a strong focus on building a culture that encourages our employees to grow personally and professionally. KDC is also a proud recipient of the Top Workplaces 2022 and 2023, presented by the Orange County Register.

KDC Construction offers a competitive salary/hourly range of $22.00 to $27.00 while considering the candidate's experience and a comprehensive benefits package for full-time employees:

• Medical insurance
• Dental HMO and PPO insurance
• Vision insurance
• Life/AD&D insurance
• Flexible Spending Accounts Unreimbursed Medical and Dependent Care
• 401(k) retirement plan
• Vacation and Sick Time
• Holidays

Essential Job Functions

Provide comprehensive administrative support, including data entry, electronic and physical filing, document scanning, records maintenance, and document management.

Serve as a point of contact for administrative inquiries, responding to requests and resolving routine issues in a timely, professional, and service-oriented manner.

Support fleet administration activities, including vehicle registration renewals, maintenance and repair tracking, fleet records, and updates within fleet management systems.

Coordinate safety onboarding activities, including personal protective equipment (PPE) distribution, inventory tracking, replenishment, and ordering.

Maintain accurate and current safety training records and monitor completion of required employee training and certifications.

Prepare, maintain, and distribute recurring safety reports and related documentation.

Support workplace accident and incident reporting processes, including documentation, record maintenance, and follow-up tracking.

Organize and maintain audit-ready files, records, and supporting documentation in accordance with company requirements.

Coordinate and maintain subcontractor documentation, including information related to equipment and specialized operations, such as crane activities.

Track, maintain, and organize preliminary lien notice documentation and related records.

Support business licensing requirements, including applications, renewals, tracking, and record maintenance.

Provide backup front-office support, including answering and directing calls, greeting and assisting visitors, and coordinating incoming and outgoing mail and deliveries.

Support a strong safety culture by adhering to and reinforcing company safety policies, procedures, and initiatives and performing work in a manner that promotes the safety of employees and others.

Perform additional duties and responsibilities as assigned to support departmental and organizational needs.

Education, Experience, and Skills

High school diploma or equivalent required.

Minimum of 35 years of administrative or related experience in a high-volume, fast-paced work environment.

Construction industry experience preferred.

Proficiency with Microsoft Office applications, including Word and Excel, and the ability to effectively navigate computerized systems and software applications.

Strong data entry skills with a high level of attention to detail, accuracy, and recordkeeping.

Excellent organizational and time-management skills, with the ability to prioritize, coordinate, and manage multiple responsibilities and deadlines.

Strong verbal and written communication skills with the ability to communicate professionally and effectively with employees, vendors, subcontractors, and other stakeholders.

Self-motivated, dependable, and able to work both independently and collaboratively in a fast-paced, team-oriented environment.

Demonstrated initiative and problem-solving skills, including the ability to anticipate needs, identify solutions, address obstacles, and follow assignments through to completion.

Demonstrates sound judgment, professionalism, discretion, and practical decision-making in the performance of job responsibilities.

Works effectively with individuals across a variety of roles, backgrounds, perspectives, and levels of the organization.

Must possess, or be able to obtain prior to employment, a valid state-issued driver's license with an acceptable driving record and have reliable transportation.