Administrative Assistant

Administrative Assistant

The Administrative Assistant facilitates the efficient operation of the assigned departments by performing various clerical and administrative tasks and managing the office day-to-day. This position will be responsible for greeting visitors; therefore, a highly professional manner is expected. The Administrative Assistant will also provide high-level clerical support to the CEO and Shop Manager by performing various secretarial duties and skilled tasks, including preparing reports, conducting research, and collecting data.

• Direct Manager: Shop Manager
• Department Manager: CEO
• Functional Reports: Department Managers and Executives
• Direct Reports: CEO

• General Office Management
• Accounting Department
• HR Department
• Contract Management
• Construction knowledge
• Estimating

• Maintains office supplies inventory and coordinates maintenance for office equipment, such as computers, printers, telephones, etc.
• Quotes and orders supplies and other items needed for projects as requested by the Project Manager. (Vendor pricing)
• Welcomes and directs visitors and clients.
• Answers, screens, and transfers phone calls.
• Schedules and assists with conference calls or meetings as requested.
• Responsible for all aspects of the estimating process, purchase orders, and collaborating with subcontractors, clients, and suppliers.
• Request and evaluate trade subcontractor proposals and vendor quotes.
• Responsible for maintaining the office directory up to date.
• Supports the shop manager and CEO by managing corporate Outlook inboxes for information, safety, contracts, estimation, and personnel.
• Maintains storage log, requests, and sends boxes as needed.
• Responds to and resolve administrative inquiries and questions.
• Coordinates and schedules meetings for Department Heads as needed.
• Performs other duties as assigned.

• Administratively, all office order receipts (Instacart, lunches, purchases, supplies, and other purchases) are transferred to Quickbooks for reconciliation.
• Quickbooks desktop certified
• Purchase Orders

• Responsible for checking the Contracts Inbox for Certificates of Insurance.
• Sends new requests for Certificates of Insurance when a new subcontractor is submitted.
• Requests renewal certificates when expiring.
• Reviews COIs for Compliance
• Contact agents and subcontractors to resolve non-compliance issues.
• Saves COIs and manually updates new and old information in Procore.
• Advises the CEO of Non-Compliance issues when unresolved or unresponsive.
• Saves executed contracts into Procore or similar platforms and the Project Folder within DocuSign.
• Adds contract compliance information into the accounting system.
• Follow up with subcontractors to obtain Payment & Performance Bonds when required.

Structural Steel Fabrication/Construction

• Strong understanding of Construction terms and procedures, such as change orders, addendums, revision, and submittals.
• Demonstrated proficiency in reading construction drawings and specifications.
• Ability to put together a professional presentation.
• Must be familiar with all building regulations and best practices related to the construction industry.

Qualifications

• An associate degree is required, and a bachelor’s degree in a related field is preferred.
• 3 to 5 years of experience in an administrative role.

Skills and Abilities

• Excellent verbal and written communication skills.
• Fully bilingual required (English & Spanish)
• Excellent interpersonal and customer service skills.
• Sales and Organization experience (required)
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as record-keeping and filing.
• Basic understanding of office equipment.
• Flexible and adaptable in various situations and when interacting with many personalities.
• Knowledge of, or ability to quickly acquire, familiarity with the roles and functions of the assigned department.
• Ability to work independently and prioritize.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift to 15 pounds at times.
• Must frequently communicate with employees, clients, vendors, visitors, etc.

Job Type: Full-time

Pay: From $20.00 per hour

Expected hours: 40 per week

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus opportunities
• Commission pay

Work Location: In person