Administrative Assistant
Job Description:
JOB PURPOSE:
The Administrative Assistant provides support to project managers on quality-driven construction services utilizing methods that are customer-focused and execution-aggressive within a framework of unquestioned integrity. To provide administrative support and oversee projects delegated by the department head. To adequately aid project managers in managing multiple small-scope projects, they must multitask, assist in job scheduling, and interface with trade professionals and clients.
ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:
Support project managers in their projects:
- Maintain ongoing communication with the Project manager and trade professionals as pertains to tasks assigned.
- Schedule appointments with trade professionals
- Track and record all client requests and the tasks related to requests in dated detail.
- Help monitor job punch list(s) and additional work lists.
- Have contact with clients via email or via phone to make appointments, discuss issues, etc.
- Visit client`s homes to meet with trade professionals.
- Research and order materials from vendors
- Travel and pick up material at the vendor location.
- Research and gather information on warranty issues, proposals from subs, permit requirements, and building codes, etc.
- Make or send out for copies of plans.
- Mail plans, documents, samples, etc., to vendors, subs, and clients.
- Request cuts/literature for plumbing, electrical, and mechanical equipment.
- Research all pertinent information needed regarding the project under review.
- Assist in client invoices with accounting needing approval for payment, credit, etc.
Support the Head of the Department with administrative tasks and duties:
- Oversees and tracks keys for Key Box
- Collects receipt forms and code American Express Bill monthly expenses for the department
- Aid in implementing any new agenda or policies the Head of Department needs assistance with, including writing memos.
- Direct communication with the Office Manager and IT department to satisfy department needs, such as equipment repairs and supplies.
- Organize and schedule requested and monthly meetings for the Department Head.
- Copy and file weekly A/R reports from Accounting.
- Request and collect Labor reviews from Supers and compile them for the Department Head's review.
- Monitor and update email addresses for all clients in service management software semi-annually.
- Email seasonal letters to clients
- Cover for head laborer`s task of scheduling laborers and carpenters while away on vacation.
- Help accounting once a month with electronic filing of scanned invoices and timesheets.
- Keep an accurate task schedule for weekly, monthly, semi-annual, and annual appointments.
- Print out and file weekly production sheets for all Dept PMs.
- Monitor Service Rep Tracking on the writing board.
- Supply PEM sales material.
- Take an inventory of Employee photos for the HR department as requested.
- Monitor and track new service modules for seasonal service duties for clients
JOB SCOPE:
Must have the ability to communicate effectively both verbally and in writing. Must be an organized, project-oriented, motivated self-starter who understands the need for detail. Must be able to multitask and maintain a general knowledge of the various and diverse projects that you will be assisting with. Must act with integrity, professionalism, and confidentiality. Must have a good driving record.
INTERPERSONAL CONTACTS:
Come in contact with various levels of personnel within the company, including subcontractors, vendors, and some clients.
Requirements:
SPECIFIC JOB SKILLS:Demonstrate a skill with interpersonal relationships and communications. Must be flexible in order to respond quickly and positively to shifting demands and opportunities. This position requires the ability to organize and be able to perform a variety of simple yet time-efficient tasks. An excellent ability to assist the Head of Department on various tasks (writing interoffice memos, starting and managing projects, collaborating on finding solutions to issues).
EDUCATION AND/OR EXPERIENCE:
- B.S. or B.A. Degree is desirable.
- Must have computer knowledge, i.e., Microsoft Office.
WORKING CONDITIONS
Overtime is rarely required. Assignments are stationed mostly at the office. Occasionally, you may be asked to visit vendors or clients` homes to meet subcontractors. You should be comfortable lifting objects up to 15 lbs, kneeling, crouching, and stooping.
