Administrative / Office Assistant

Administrative / Office Assistant

The Administrative/ Office Assistant will be responsible for managing the day-to-day administrative and office support functions. This role will include office organization, coordination of office activities, and ensuring a smooth workflow to support our construction projects.

Responsibilities:

• General Administrative Support:
  • Respond to inquiries and provide information to employees and external partners.
  • Manage and organize office documentation and files.
  • Handle incoming calls and correspondence.
• Calendar Management:
  • Assist in scheduling appointments, meetings, and events for team members.
  • Coordinate and arrange travel arrangements as needed.
• New Hire Onboarding:
  • Assist in the onboarding process for new employees.
  • Coordinate orientation sessions and ensure necessary paperwork is completed.
  • Facilitate the setup of new hires with required equipment and access.
• Event Coordination:
  • Assist in planning and executing company office and jobsite events
• Office Supply, Organization, and Cleanliness:
  • Maintain and organize an efficient office environment, including managing office equipment and supplies.
  • Coordinate with vendor partners and contractors for office services, such as cleaning, security, and maintenance.
• Data Entry and Record Keeping:
  • Enter and update various data in company databases.
  • Maintain organized records and documentation.
• Timekeeping and Time Entry:
  • Manage and maintain accurate timekeeping records for employees.
  • Enter and update time and attendance data in the company's systems.
  • Generate reports on time-related metrics as needed.
• Billing Assistance:
  • Provide support in billing processes, including preparing invoices and reconciling billing discrepancies.
  • Collaborate with the finance department to ensure accurate and timely billing.
• Other Tasks as Requested:
  • Undertake additional administrative tasks and projects as requested by management.
  • Flexibility to adapt to changing priorities and responsibilities.

Qualifications:

• High school diploma or equivalent; additional qualifications in office administration or related field is a plus.
• Proven experience as an administrative assistant or in a similar role.
• Construction company administrative experience and/or construction jobsite experience preferred.
• Proficient in Microsoft Office suite (Word, Excel, Outlook).
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Attention to detail and accuracy in work.
• Ability to handle sensitive and confidential information with discretion.