Administrative Assistant

Overview

Provides daily administrative support and coordination for office and executive operations.

Key Responsibilities

• document management
• calendar management
• travel coordination
• expense processing
• meeting minutes
• facility management

Tasks

-Edit and assemble documents and reports for department head/manager. -Maintain organized filing systems and coordinate document retrieval schedules. -Assist with general office inquiries from staff, owners, and others; provide proactive escalation as appropriate. -Order supplies to support office needs. -Complete items requiring executive electronic signature, use only with documented authorization. -Create and maintain organizational and seating charts for office. -Arrange travel reservations, business accommodations, prepare itineraries and agendas. -Organize and provide assistance during meetings as requested; record, transcribe, and distribute meeting minutes. -Maintain knowledge of business unit/headquarters’ historical information (e.g., use of vendors, event sponsorships, industry memberships/activities, client, and staff events) to support managerial related decision-making. -Provide professional customer service and positive interactions while processing day-to-day administrative items and supporting local business unit staff. -Daily management of department head/manager’s calendar, meeting schedule, and contacts. -Process department head/manager’s expense reports. -Perform administrative services including processing mail, overnight mailings, photocopying, filing, sending faxes, phone list updates, invoices, and order supplies and stationery (e.g., letterhead, business cards, envelopes). -Maintain appropriate confidentiality in all matters and communicate appropriate level of information to preserve security and escalate concerns to senior management and leadership. -Maintain office and kitchen supplies and ensure commons spaces, including meeting and conference rooms, are maintained daily to a high standard. -Maintain Notary Public commission (as required) -Work independently with some oversight and as part of team -Engage in partnerships with building/facilities manager for day-to-day facilities management (e.g., repairs, HVAC, janitorial, housekeeping services, lighting) and provide appropriate level of access for vendors/technicians to perform duties while preserving security of office and staff. -Contribute ideas for continuous improvement and effectiveness of team within business unit/headquarters and share recommendations with overall job family. -Serve as coordinator for office functions, including meetings and events. -Assist with special projects and coordinate events. -Apply critical thinking and problem-solving skills to daily activities and keep executive apprised of office operations, related issues, and/or changes as appropriate -Maintain confidential information

Requirements

• high school
• 5 years
• microsoft suite
• data entry
• construction
• notary public

What You Bring

-Understand contract and bonding process and escalation procedures. -High School Diploma or GED and minimum of 5 years of relevant administrative assistant experience in construction, or other related industry, required -Professional verbal communication and written business communication skills -High degree of detail, accuracy, and organizational skills -Exhibit active listening skills and follow through on commitments -Commissioned Notary Public, a plus -Understand service level agreements with vendors and service technicians for related office services and equipment repairs and servicing and engage with local office management and/or Information Systems (IS) team for office related technology support. -Good judgment to solve problems, escalate issues, and request prioritization of responsibilities -College degree and/or relevant administrative skills certification, a plus -Approachable, proactive, positive, and professional attitude -Construction or other service industry experience, a plus

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About Turner Construction Company

-With a rich legacy, the company has delivered iconic projects such as the Burj Khalifa and New York’s One World Trade Center. -The company specializes in a wide range of sectors, including commercial, residential, industrial, and infrastructure construction. -The company has earned a reputation for executing complex, large-scale projects on time and within budget. -The company’s expertise extends to diverse civil works, including heavy civil projects like bridges, roads, and utilities. -The company is also known for its innovative approach, integrating advanced construction techniques and sustainability in its projects. -The company has consistently ranked among the top global contractors.

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