Administrative Assistant

Description

• 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 readings. Creates, maintains and distributes support documents such as project binders, employee phone and pager listings, email address listings and vendor contact information.
• 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.
• Utilizes LEAN concepts or other continuous improvement methodologies to ensure the most efficient operations, processes, and activities.
• 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.
• 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.
• Provides a variety of mail support by receiving, sorting, and distributing incoming mail and packages. Prepares 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.
• 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.
• 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.
• Consistently makes decisions in an attentive and safe manner to ensure the safety and health of self and others.
• 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.
• 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.

Requirements

• Experience working closely with confidential and proprietary information and maintaining integrity of conversations and data where needed.
• Ability to manage workflow and meet deadlines in a fast-paced environment with multiple and sometimes changing priorities independently and effectively.
• High School diploma or equivalent. Associate degree preferred.
• Experience with Microsoft Office software applications. Experience with technical tools such as HRIS and applicant tracking systems helpful.
• Strong independent problem-solving skills, detail orientation, customer service and time management skills.
• Process orientation preferred.
• Excellent written communication skills, including high quality documentation and report preparation. Strong listening, interpersonal and verbal communication skills. Strong telephone communication skills.
• Strong professional team player, with effective collaboration, organizational and relationship-building skills. Demonstrated elevated level of integrity and dependability.
• Minimum 1-3 years of administrative support experience, preferably in manufacturing, construction, or a related business.

Benefits

• No travel is required.
• $25.48 - $30.58 hourly, based on experience and qualifications.

Training + Development

Interview process

Visa Sponsorship

Security clearance