Administrative Assistant

Enclos Tensile Structures (ETS), a world leader in the manufacturing and construction of tensile fabric structures, is seeking an Administrative Assistant to join our team at our Regional Office in Buffalo, NY. We are an aggressive and challenging Division 13 specialty contractor performing design/build projects in the rapidly advancing tensile fabric structure field. We are dedicated to partnering with our clients, making their design concepts a reality, and in the continued advancement of fabric architecture.

POSITION OVERVIEW

We are looking for an experienced, proactive administrative assistant to work collaboratively with our Service team. In this role, you will oversee tasks delegated to you by the Service Managers, coordinate with all necessary vendors and service providers. You will need to be highly organized, adaptable, and able to prioritize tasks while working independently.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Organize and maintain accurate and up-to-date project documents in an electronic file structure.
• Create purchase order documents in Procore and file electronic copies within the project file structure.
• Download drawings from project specific FTP sites and file in project folders.
• Upload project drawings into Procore.
• Assist with project inspection reports for clients.
  • Organize site photos provided by web-based sharing programs,
  • Draft observation mapping on plan view drawings with legend creation utilizing Bluebeam software,
  • Draft compiled written observations to correlate with photo examples and mapping references for client presentation.
• Maintenance of property historical records
  • Organize and compile into facility folder past correlated projects, claims, general inquiries.
• Assisting with project setup and close-out documents
  • Creation of folders,
  • Collecting and extracting data for entry into databases,
  • Drafting of project specific manuals by extracting information from request forms,
  • Drafting warranty request forms for approval.

COMPETENCIES

To achieve success, candidates should demonstrate the following core competencies: attention to detail, organizational skills, problem solving, ability to multi-task, and able to respond quickly to changing priorities. Interpersonal skills, excellent written and verbal communication skills. Ability to work collaboratively in a team environment as well as individually motivated. Proficient with Microsoft Word, Excel, and PowerPoint as well as Adobe and or Bluebeam Revu PDF Programs. Familiarity with Procore and MS Project also a plus.

REQUIREMENTS

• High School Diploma.
• Minimum of 2 years' work experience in administrative roles, preferably in the construction industry.
• Exceptional communication and interpersonal skills.
• Attention to detail and an aptitude for problem-solving.
• Excellent computer skills, including experience with Microsoft Office Suite, and Procore.
• Collaborative working style and team-player attitude.
• Able to work independently with little supervision and self-starter.
• Reliable, trustworthy, and committed to the team's success.
• Outstanding organizational skills and ability to prioritize tasks.
• Able to thrive in a high-volume, deadline-driven work environment.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee has occasional exposure to moderate noise. They must remain in a stationary position for prolonged periods, sitting or standing. The employee has constant use of both hands/fingers to include wrists to type, grasp, pinch, pull, feel, or handle office related equipment and in performance of office related tasks. The employee has constant requirement of specific vision abilities, including close vision, color vision, depth perception, and ability to focus.

Definitions: Constant (5-8 hrs./shift) Frequent (2-5 hrs./shift) Occasional (Up to 2 hrs./shift)

Equal Opportunity Employer

Enclos Corp is committed to providing equal employment opportunity to all applicants and employees regardless of their race, creed, color, religion, sex, age, national origin, disability, military service, protected veteran status, genetic information, sexual orientation, gender identity, or any other characteristic protected by federal, state, or local law. We are strongly committed to this policy and believe in the concept and spirit of the law. Enclos Corp is further committed to ensuring that employment decisions are based on valid job requirements. In addition, all employment actions, such as recruiting, hiring, training, promotion, transfer, layoff, termination, compensation, and benefits are administered fairly to all persons on an equal opportunity basis, without discrimination based on protected categories named above. Enclos Corp will also provide qualified applicants and employees with disabilities any needed reasonable accommodations, as required by law.