Administrative Assistant

Forge Companies’ is seeking a Bi-Lingual Administrative Assistant to join our fast-growing, highly congenial family of construction companies! The ideal candidate is efficient, detail-oriented, and skilled in developing and maintaining workplace and customer relationships.

Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. The administrative assistant is responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices, and procedures.

Must have the ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on training and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Reports to the Office Manager.

Administrative Assistant Job Responsibilities Include but Not Limited to:

Answer and direct phone calls

Organize and schedule appointments and meetings

Maintain contact lists

Assist in the preparation of regularly scheduled reports

Develop and maintain a filing system

Order office supplies and maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

Provide general support to visitors and clients

Provide information by answering questions and requests

Take dictation

Generate reports as directed

Be able to multitask

Contribute to team effort by accomplishing related results as needed

Carry out administrative duties such as filing, typing, copying, binding, scanning, etc

Maintain computer and manual filing systems

Handle sensitive information in a confidential manner

Trustworthiness

Take accurate minutes of meetings

Coordinate office procedures

Reply to email, telephone, or face to face inquiries

Develop and update administrative systems to make them more efficient

Greet and assist visitors to the office

Photocopy and print out documents on behalf of other colleagues

Provide polite and professional communication

Implement clerical duties and administrative processes

Conduct data entry

Responds to emails and other digital queries and correspondence.

Manages calendars for senior staff, including making customer appointments

Administrative assistant skills & proficiencies:

Must be Bi-Lingual – English/Spanish

Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette, and the ability to diffuse tense situations

Reporting Skills

Administrative Writing Skills

Proficiency in Microsoft Office

Professionalism

Problem Solving

Supply Management

Verbal Communication

Office Administration Procedures

Typing

Attention to Detail and Accuracy

Multitask

Telephone Skills

Teamwork

Discretion and Judgment

Resourcefulness

Anticipates Needs

Emotional Intelligence

Flexibility

Editing and Proofreading

Microsoft Office Skills

Typing Skills

Education, Experience, and Licensing Requirements:

High school diploma or equivalent

Associate’s degree a preferred

Past administrative experience in the Construction Industry a preferred

Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) certification a preferred

QuickBooks Experience preferred

Job Type: Full-time

Pay: $15.00 - $20.00 per hour

Expected hours: 40 per week

Schedule:

• Monday to Friday

Ability to Relocate:

• Tulsa, OK 74120: Relocate before starting work (Required)

Work Location: In person