Administrative Assistant



Administrative Assistant

Responsibilities:

Project Admin Assisting (70% of the job)

1. Handle all Construction Admin (assigning, logging and responding)
   1. RFIs
   2. Submittals
   3. Document management, ensure staff responding in timely manner.
   4. Use of Outlook, Newforma, Bluebeam and Word
2. Record-keeping
   1. Maintain project filing system
   2. Emails, binders, documents scanned in to appropriate place
3. Communicate effectively as a liaison with architects, contractors and engineers
4. Specifications and memos – editing and formatting in Word
   1. Format Word documents
   2. Work well with under deadlines/schedule

General Office Responsibilities (30% of the job)

1. Answer phones
2. Greet & direct customers
3. Scanning, filing, and/or printing documents
4. Organizing Incoming and Outgoing Mail/Packages
5. Copier Management
   1. Recycle copier supplies and reorder
   2. Report meter reads for copier and OCE
6. Order office supplies
   1. ODP (Office Depot)
   2. Amazon
7. Vendors
   1. Coffee
   2. Shredding
8. Office upkeep  
   1. Maintain professional appearance of the office common areas.
   2. Keep kitchen areas stocked
9. Provide miscellaneous support to technical staff and marketing department as needed and time allows.
   1. Schedule lunch and learns with reps
   2. Assist with hospitality such as ordering and setting up lunches, and office events

 The successful candidate will be:

1. Professional, friendly, and courteous on the phone and in-person
2. Highly organized and accountable
3. Possess a strong sense of grammar and written communication
4. Self-sufficient/ strong attention to detail
5. Able to manage and/or contribute to multiple tasks simultaneously
6. Ability to communicate with clients and personnel in other offices in a timely manner
7. Team-oriented, willing to help whenever possible

Skillset

1. Microsoft office Suite
   1. 1. Formatting
      2. Headers/footers
2. Outlook/Teams
3. Newforma
4. Deltek Assistance
5. Familiarity with office equipment, including multi-line phones, business hub, printer/scanner/copier.
6. Ability to multi-task, strong work ethic, and desire to learn.
7. Ability to lift 25 lbs.
8. Ability to recognize process improvement opportunities.
9. Ability to organize work, set priorities, meet critical deadlines and follow up assignments with a minimum of supervision.
10. Strong attention to detail

Education/Experience Requirements

1. High School diploma
2. 3- 5 years of previous experience desired, at least one of which was in a professional office environment.
3. Willing to attend training for programs/software relevant to the engineering industry and company standards.

Length: Contract-to- Direct

Pay: $18.00/hour-$22.00/hour (depending upon experience)

Schedule: Mon-Thurs (7:30am- to 5:30pm) , Friday (7:30am -11:30am)