Benefits/Perks
- Competitive Compensation
- Paid Time Off
- Career Growth Opportunities
Job Summary
We are seeking a motivated and outgoing
Administrative Assistant to join our team. In this role, you will provide support to our office employees, ensuring they have all the information and resources they need to perform their best. Your responsibilities will include answering phone calls, scheduling appointments, planning meetings, and writing correspondence. The ideal candidate is highly organized with excellent written and verbal communication skills and a friendly demeanor.
Responsibilities
- Answer incoming phone calls and route them to the appropriate person
- Schedule appointments and maintain a calendar
- Organize meetings and take accurate minutes
- Write emails, memos, and letters and distribute them appropriately
- Contribute to company reports
- Maintain an organized filing system
- Develop, update, and maintain relevant office procedures
- Liaise and consult with clients and subcontractors to assist with overall project flow.
- Manage and coordinate tasks and duties as required.
- Send out requests for proposals to subcontractors and tracking all quotes received from subcontractors.
- File, update and maintain all project files and logs
- Prepare RFQ forms and documents for submission
- Submit & track request for information between subcontractors and clients, and follow up on paperwork
- Assorted administrative duties as assigned by managers
- Respond to daily correspondence in a timely manner
- Keep track of safety trainings for technicians, job site entry logs
- May require visiting job sites from time to time to attend meetings and taking pictures of walkthrough
- Prepare and register pre-construction and health & safety documents
- Attend external project meetings and report back to supervisor
- Assist project managers with project scheduling, meetings, co-ordination
Qualifications
- High school diploma/GED required, Associate’s degree or administrative training is preferred
- Previous experience as an Administrative Assistant or in a similar position
- Familiarity with standard office equipment such as printers and fax machines
- Excellent computer skills and knowledge of Microsoft Word, Outlook, and PowerPoint
- Highly organized with excellent time management skills and the ability to prioritize projects
