Administrative Assistant (Full-Time)

Application Instructions

Penhall Company has been shaping the future of concrete services for over 65 years. As the nation's leader in concrete cutting, coring, scanning, and demolition, and ranked 3rd in Demolition by ENR's 2023 Top Specialty Contractors, we deliver more than just expertise-we deliver results. With safety at the core of our operations and state-of-the-art technology in our hands, we ensure every project is executed with precision, efficiency, and care.

Position Description

Job Summary

The Administrative Assistant plays a key role in supporting the branch's daily operations by providing professional and efficient administrative support. This position interacts with internal teams and external stakeholders to ensure timely and accurate execution of business processes, contributing to the overall success of the branch. This is a full-time position, with a competitive salary and comprehensive benefits offered.

Duties and Responsibilities:

• Process billing and assist with collections to ensure timely and accurate invoicing and cash flow.
• Compile employee time, production data, and payroll records, including certified payroll, in compliance with company and regulatory requirements.
• Support new employee onboarding including paperwork, safety training scheduling, and DOT compliance through DISA software.
• Serve as the first point of contact by answering incoming calls, handling routine inquiries, and directing more complex matters to the appropriate personnel.
• Prepare reports, spreadsheets, and documentation for internal use, including analysis and data comparisons as needed.
• Manage the execution and routing of contracts, subcontracts, and change-order documents for supervisor review and signature.
• Coordinate mail services, shipping/receiving of packages, and manage office supply deliveries and inventory.
• Arrange travel, hotel accommodations, and per diem logistics for field staff in accordance with project requirements.
• Collaborate with internal stakeholders across the company, including field staff, operations, sales, and administrative teams in other branches and at corporate headquarters.
• Assist with additional administrative tasks and projects as assigned by the supervisor, contributing to smooth and effective branch operations.
• Maintain a high level of confidentiality, professionalism, and emotional intelligence when interacting with team members and external contacts.

Position Requirements

Required Skills and Abilities:

• Strong customer service and interpersonal skills.
• Proficient verbal and written communication skills.
• Ability to maintain confidentiality at all times.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office systems.
• Strong organizational and time management skills, with the ability to multitask and prioritize in a fast-paced environment.
• Working knowledge of payroll processing, certified payroll, billing, accounts payable (A/P), and collections/accounts receivable (A/R).
• Familiarity with construction industry terminology, procedures, and administrative practices is a plus.

Essential Core Competencies:

• Dependability: Demonstrates reliability and consistency in task completion and meeting deadlines.
• Service Orientation: Maintains a positive, helpful attitude while supporting both internal teams and external customers.
• Process Management: Follows established procedures with accuracy while seeking continuous improvement.
• Adaptability: Adjusts to changing priorities and handles interruptions with professionalism and composure.
• Professionalism: Communicates with tact and discretion, especially when handling sensitive or confidential matters.
• Team Collaboration: Works effectively across departments to support company goals and branch operations.

Education and Experience:

• High school diploma or equivalent industry experience required.
• 1-2 years of business or industry-related administrative experience required.
• Experience in a construction or related service environment preferred.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds occasionally.
• Occasional walking or standing during office or warehouse visits.

Equal Opportunity Employer

Legal Disclaimer:

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

Penhall Company is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, compensation inquiries, discussions or disclosures, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state or local protected class. (41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a))

This job description is intended to describe the general nature and level of work being performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required. Penhall Company reserves the right to modify, add, or remove duties and to assign other responsibilities as necessary.