Administrative Assistant jobs in Cedar Falls, IA

General Info
Job Type: Full-Time
Minimum Education Preferred: Associate Degree
Must be Authorized to Work in the US
*This is an in-person position located in our Mason City office. Hours are Monday-Friday 8am-4:30pm*

Company Info

Our goal is to be the Owner’s choice for construction services based on our professionalism, performance, dedication, and teamwork. We are committed to our employees and do our best to provide them with safe working environments where new ideas and growth are encouraged. In addition, we are dedicated to community service, as a company and as individuals.

We were awarded the top safety awards from Master Builders of Iowa/Iowa OSHA. Henkel received the Outstanding Safety Achievement Award. In addition Henkel Construction was the winner of Master Builders of Iowa Masters Award for projects $5 million to $10 million.

Job Description

In general, this individual’s work consists of supporting the accounting department and office staff, using a variety of communication and organizational skills. The Administrative Assistant provides office services by utilizing administrative systems, procedures, and policies. Will independently administer several assigned responsibilities, ensuring excellent customer service.

ESSENTIAL FUNCTIONS

• First point of contact and control of customers/clients/guests entering the building.
• Primary responsibility for answering in-coming calls and directing callers to the correct staff member or employee.
• Provide Notary service.
• Coordinate apparel orders for various company events.
• Serve on the newsletter committee.
• Responsible for the appearance of main floor public areas during business hours.
• Maintain Microsoft Outlook office calendar for entire office.
• Control operation of the three monitors located in the reception/entry areas.
• Processing of daily mail and UPS deliveries. Includes daily trip to post office to retrieve mail, applying postage to outgoing mail with delivery to the appropriate postal drop and preparing outgoing UPS mailings.
• Ensures general operation of copier and fax machine on main level. Responsibilities include checking and filling paper supply in copier and fax each morning, calling for repairs and maintaining supply inventories.
• Maintains office supplies inventory by checking stock to determine inventory level. Anticipates needed supplies, places and expedites (when necessary) orders, verifies receipt of supplies.
• Generate contracts and utilize AIA software to put documents in final form
• Set up and maintain job contract files (electronic and hard copy).
• Maintain Microsoft Access job database.
• Provide general office staff support on an as needed basis included, but not limited to, creation of Word and Excel documents, copying of documents, proofing of documents.
• Prepare credit applications for vendors for review by the Controller.
• Bid support.
• Assist payroll department with PTO tracking.
• Builders Risk reminders.
• Daily ERP imports from Procore to Sage.
• Accounts Payable intake to Timberscan.
• Will train to code and route Accounts Payable items.
• Enter Accounts Receivable billing items into Sage Accounting.
• Assist with collecting and filing lien waivers from Subcontractors.
• Contributes to and supports team effort by accomplishing timely results and managing multiple tasks.
• Assessing and maintaining confidentiality where required.

Competency Statement(s)

• Accountability – Ability to accept responsibility and account for his/her actions.
• Accurate – Ability to perform work accurately and thoroughly.
• Adaptability – Ability to adapt to change in the workplace.
• Analytical Skills – Ability to use thinking and reasoning to solve a problem.
• Communication - Ability to communicate effectively with others in person, on the phone and in writing.
• Decision Making – Ability to make critical decisions while following company procedures.
• Detail Oriented – Ability to pay attention to the minute details of a project or task.
• Goal Oriented – Ability to focus on a goal and obtain a pre-determined result.
• Honesty/Integrity – Ability to be truthful and be seen as credible in the workplace.
• Initiative – Ability to make decisions or take actions to solve a problem or reach a goal.
• Interpersonal – Ability to get along well with a variety of personalities and individuals.
• Judgment – The ability to formulate a sound decision using the available information.
• Problem Solving – Ability to find a solution for or to deal proactively with work-related problems.
• Reliability – The trait of being dependable and trustworthy.
• Time Management – Ability to utilize the available time to organize and complete work within given deadlines.

Thank you for reviewing our opportunity, for immediate consideration please click on apply!