Administrative Assistant

Why you should join our team:

Do you want to be an employee-owner? Woodruff Construction is a 100% employee-owned and family-focused commercial construction general contractor with over 65 years of experience. Woodruff provides a dynamic environment where each individual is challenged to be his or her best, and we are continually searching for goal-driven candidates to join our team. We are committed to employing a diverse workforce and encourage those with a wide range of backgrounds to inquire about our job opportunities.

We serve the regions of Ames, Fort Dodge, Iowa City, Waterloo and Spencer, and are driven by our strong Core Values:

• FAMILY comes first
• SERVICE to others
• PURPOSE in everything we do
• DEPENDABILITY to do what's right
• ENJOYMENT of our work

Current Opening:

Woodruff Construction is looking for an Administrative Assistant out of its Spencer area office. The Administrative Assistant will provide administrative support with a variety of clerical and other activities including but not limited to support of human resources, marketing, accounting, project management and estimating to increase organizational effectiveness. Previous administrative experience at a construction company a plus. The successful candidate will have at least 3 years of previous administrative experience, advanced computer experience with Word and Excel, have excellent attention to detail and be able to maintain organization and priorities.

Accountabilities

Project Management and Bid Support

• Plan ahead to work efficiently and ensure proper bid procedures including ordering plans, bid bonds and insurance review and preparing of bid documents
• Call subcontractors and suppliers to verify if bidding projects
• Monitor bid emails and forwarding to appropriate estimator and bid delivery
• Return plans after lost bids
• Order certificate of insurance and bonds for new contracts
• Review POs and Subcontracts, send to Region President for signature and distribute through Procore
• Set up new jobs in Timberline, Procore and BASICS (West)
• Enter project budget into Timberline (West)
• Mark lien waivers in Timberline then scan, label, and add to job folder (West and East)
• Bring issues to the attention of the project team in a timely manner

Office Support

• Welcome visitors by greeting them, in person or on the telephone, answering or referring inquiries
• Develop a clear and complete understanding of administrative tasks including but not limited to scheduling meetings, filing, shipping and mailings, mail distribution and ordering and maintaining office supplies
• Researches best pricing prior to ordering of office supplies and other items as needed
• Scan invoices into Timberscan
• Assist the business development and marketing process through assisting with proposals and event planning
• Assist business development in calling of architects and engineers and others as need for project leads and document in Salesforce (West)
• Offer suggestions for improving processes to help the company meet its strategic goals
• Enhance organizational efficiency by providing administrative support as needed
• Maintain good relationships

Employee Support

• Coordinate and conduct new hire orientations
• Coordinate new hire tool orientations with Regional Safety Specialist
• Order gift cards to distribute with anniversary cards
• Organize company events

Qualifications and Requirement

• High School diploma or GED required.
• At least 3 years of relevant experience and/or training, or equivalent combination of education and experience.
• Excellent verbal and written communication skills.
• Advanced computer experience with proficiency in Microsoft Word and Excel.
• Efficient typing skills.
• Good time management skills.
• Excellent attention to detail.
• Work well in an office team environment.
• Ability to work independently on assigned tasks as well as to accept direction.

Benefits:

At Woodruff, We attribute our success to the investment and retention of our quality employees. Our firm values its employees and offers a comprehensive benefits package including:

• Competitive salary with project performance based bonuses
• Generous health insurance benefits
• $1000 30-day Stay-On Bonus
• Paid holidays
• Paid vacation
• Bereavement leave
• Dental insurance
• Basic life insurance
• Flexible spending account
• 401K retirement plan
• Tuition reimbursement and continuing education
• Direct payroll deposit
• Employee assistance program
• ESOP Company