Administrative Assistant

Administrative Assistant

This position is based on a project site in South Bend, IN.

ArchKey is one of the nation's largest privately held specialty trade installation and integrated facility service companies. We are a leader in designing, building and maintaining electrical, technologies and specialty systems. We're the POWER behind making the improbable possible.

We're electrifying the nation, energizing the future and bringing communities to life like never before. What we do today shapes the vision of tomorrow. Our work impacts lives long after the building is done. This means we are committed to building in ways that are not just technologically advanced, but sustainable, scalable and equitable by all. We're not just energizing infrastructure, we're energizing careers, communities, and the future.

Made up of the brightest minds in the industry, our team is our greatest asset, bringing knowledge, skills, and experience to every project. This is more than a call to join us, it's an invitation to be part of a visionary journey, to grow with us as we scale.

About the Position

Administrative Assistant is responsible for providing various administrative and office support functions, requiring a confident, professional, organized, dependable, self-motivated, and thorough approach. This position assists with general administrative and communication support, and is expected to consistently demonstrate initiative, flexibility, resourcefulness, good independent judgment and problem-solving in handling important administrative functions, in alignment with all Company policies, procedures, key objectives and regulations.

Our Ideal Candidate

• Can flex and adapt to the growing needs of the business.
• Can work autonomously and creatively solve problems.
• Has a growth mindset and is always looking to continually learn and grow.

Day in the Life

• Establishes and maintains office organization and assists with a full range of administrative duties, including document preparation, filing, tracking metrics and ordering office supplies. Tracks and maintains current information on active projects, project opportunities, schedules and/or training activities as requested.
• Provides front desk reception tasks when needed, including greeting, and directing guests and vendors, monitoring the visitor log, and issuing visitor badges. Provides phone support in answering and routing incoming calls and communicating messages as needed.
• Schedules and coordinates the details for appointments, meetings, training, conference calls and event planning as requested. Maintains organization of assigned conference rooms and ensures supplies are available as needed. Schedules conference rooms as requested. Updates and prints conference room calendars as needed.
• Accurately prepares, receives, sorts, copies, faxes, files, retrieves, and distributes Company and/or client correspondence, project documents and reports as needed. This may include proposals, presentation materials, payroll reports, manuals, and other documents. Maintains confidentiality and urgency as appropriate.
• Provides a variety of mail support by receiving, sorting, and distributing incoming mail and packages. Prepare outgoing mail and packages including pick-up and tracking as needed. Arranges for couriers when needed. Meters all mail and prepares certified mail according to guidelines provided. Maintains employee mail folders as appropriate.
• Tracks interview information, processes paperwork and/or maintains system data for new hires and drug testing, as needed. Assists in welcoming new employees to the Company. Accurately and confidentially maintains Company records and other sensitive business and client data and intellectual property.
• Prepares purchase order reports and coordinates purchase order request calls as needed per guidelines provided. Orders printer supplies and tracks usage of several copiers for monthly reading. Creates, maintains and distributes support documents such as project binders, employee phone and pager listings, email address listings and vendor contact information.
• Creates and distributes general Company announcements and orders flowers or other items for significant employee events. May coordinate employee ticket raffles and drawings. Stocks and maintains employee first aid kit(s) per guidelines provided.
• Maintains professional and technical knowledge by establishing solid networks and communicating well with co-workers, customers, project managers, foremen, sub-contractors, vendors, office staff and field personnel.
• May record employee absences, vacations, and other data into the payroll report for weekly payroll administration. May review and process employee expense reports as needed. May maintain petty cash box for employee use. Locks cash box as needed.
• Consistently make decisions in an attentive and safe manner to ensure the safety and health of self and others.
• Utilizes LEAN concepts or other continuous improvement methodologies to ensure the most efficient operations, processes, and activities.
• Promotes and models the Company mission, vision and values through exercising sound and ethical business practices, championing all elements of diversity, equity, and inclusion (DEI) and providing high quality services and programs as they relate to clients, subcontractors, co-workers, suppliers, and the public.

Minimum Qualifications

• High School diploma or equivalent.
• Minimum 0-2 years of experience coordinating project work or a similar role.
• Experience providing and coordinating support activities in a fast-paced work environment and organizing large amounts of data into understandable formats. Strong organizational skills, scheduling abilities, and detail orientation.
• Effective communication with employees at all levels. Excellent listening, interpersonal, written, and verbal communication skills.
• Effective independent problem solving, customer service and time management skills. Strong collaboration, initiative, teamwork, and interpersonal skills. Demonstrated high level of integrity and dependability.
• Demonstrated mathematical skills. Proficient in the use of business scheduling, cost tracking and purchasing systems.
• Strong process orientation.

Legal & Fraud Disclaimer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. We are an Affirmative Action, Equal Opportunity Employer.

Beware of fraudulent job postings. ArchKey Solutions only communicates through official channels. All official communication will come from an @archkey.com email address, and we will never ask for financial information, payments, or personal details outside of the standard hiring process. To confirm the legitimacy of a job, visit our careers page or reach out to a member of our Talent Acquisition team.