Administrative Assistant/Receptionist

This job is posted by the Ponca City Development Authority, but will be hired by Kyler Construction. The contact is Paul Kyler, [email protected].

GENERAL DESCRIPTION
The Administrative Assistant/Receptionist function at KYLER CONSTRUCTION GROUP, INC. (KCG) is to properly portray our professional image either by phone or in person with our clients, architects, subcontractors, suppliers, staff and guests; in addition to providing clerical support to executive management, project managers, superintendents, and other office staff for efficient coordination of clerical office and field activities. This position is important to KCG and the fulfillment of the duties and responsibilities contribute to its overall success.

WORK EXPERIENCE REQUIREMENTS

• Familiarity with technology is essential, to include, but not limited to two or more recent years' experience with and proficiency in MicroSoft Office Suite (specifically Word and Excel)
• Competency in written and verbal communication skills is a must.
• The ability to multitask and to be well organized is key.
• Flexibility and responsiveness are also crucial.
• Other required skills/qualifications include: Analyzing Information, Data Entry Skills, Attention to Detail, Confidentiality, Thoroughness,
• General Math Skills, Financial Software, Reporting Skills

JOB DUTIES
The Administrative Assistant/Receptionist principal duties are to properly portray our professional image, either by phone or in person, along with providing clerical support. In order to carry out this principal duty, the following duties must be properly fulfilled:

• Promptly and courteously answer the telephone.
• Maintain the lobby and break/kitchen area (e.g. sweeping, washing dishes, taking out trash, etc., as needed).
• Greet visitors to our office.
• Facilitate the efficient flow of mail and deliveries through the office.
• Handle both incoming and outgoing mail. Follow through and expedite all mail for mailing.
• Responsible for picking up mail from Post Office and depositing at Post Office/UPS as needed.
• Maintain database of vendors and contractors.
• Report office and supply needs to Office Manager and/or HR Coordinator.
• Enter & maintain insurance certificated & W-9 data.
• Enter invoices into accounting software.
• Maintain company correspondence and accounting files.
• Provide typing and other additional support to Office Manager and/or Executive Management.
• Miscellaneous errands as directed.
• Work cooperatively with other office staff tracking bulk fuel on a minimum of a weekly basis.
• Proficiently administer all clerical duties such as typing, filing, etc.
• Must be computer literate with basic knowledge of Word and Excel.
• Knowledge of HAZCOM Program.
• Have a complete and thorough knowledge of all accounting functions and procedures.
• Generate reports for Worker's Compensation and General Liability insurance premiums, as needed.
• Work with HR Coordinator to update and distribute the company safety manual.
• Submit information to the media as needed/requested.
• Maintain and update the HubZone certification.
• Maintain and update SAM registration.
• Help maintain a clean and orderly office environment.

The above outline of duties is not arranged in order of priority. These duties are not meant to restrict initiative, but rather to describe minimum activities. Those duties will from time to time be altered by the Office Manager and/or Executive Management to suit the needs of the company.

EDUCATION REQUIREMENTS

• High school diploma or GED AND/OR sufficient previous experience in similar position

OCCUPATIONAL HEALTH AND SAFETY

• Employees are responsible and accountable for:
• Compliance with workplace policies and procedures for risk identification, risk assessment and risk control
• Active participation in activities associated with the management of workplace health and safety
• Identification and reporting of health and safety risks, accidents, incidents, injuries and property damage at the workplace
• Correct utilization of appropriate personal protective equipment