Administrative Assistant

All duties and responsibilities include the following, however, other duties may be assigned. To perform in this position successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Organizes and prioritizes large volumes of information and calls. Answers phones in a professional and friendly manner. Takes messages or fields/answers all routine and non-routine questions.
• Performs a variety of clerical and general office tasks; ensure items are delivered and stored according to procedures; maintain jobsite address/telephone lists; run errands; may act as primary operator on a variety of office equipment, such as copier, fax, binding machines, etc.
• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the division personnel.
• Establishes, develops, maintains and updates filing system for the office and the jobsites. Retrieves information from files when needed. Establishes, develops, maintains and updates accounts payable records/logs, fleet vehicle information, etc.
• Review and analyze vendor & subcontractor account invoices/statements. Accurately print, code, code, enter (through company accounting software), and route all incoming invoices and ensure timely processing for payment. Assist vendors and subcontractors with inquires on account and/or payment status.
• Act as liaison between own department/supervisor and others, such as other departments, external contacts, clients, etc. Such liaison may be required to arrange meetings, clarify and resolve problems, coordinate work, maintain working relationship and public relations, etc.
• Opens, sorts and distributes mail for all office and jobsite staff. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
• Works independently and within a team on special nonrecurring and ongoing projects with all departments including Administrative, Estimating/ Pre-construction, Safety, Marketing/Business Development and Operations.
• Types and designs general correspondences, memos, charts, tables, graphs, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.