Administrative Assistant
COMPANY: Villager Construction
JOB TITLE: Administrative Assistant
SALARY: $23-28/Hour SUMMARY:
This role supports front office operations and provides administrative assistance across departments, including answering calls, managing mail, ordering supplies, and maintaining records. Requires 5+ years of administrative experience (preferably in construction), strong MS Office skills, attention to detail, and the ability to multitask in a fast-paced environment. RESPONSIBILITES:
- Answer phones for general inquiries, directing the caller to the appropriate person/department
- Manage incoming fax folder and electronically distribute to the appropriate person/department
- Distribute mail and packages to the appropriate person/department
- Greet visitors as they enter
- Order office supplies and research new deals and suppliers
- Maintain contact lists (internal office phone directory, Outlook contacts, etc.)
- Assist all departments with administrative duties as requested. For example, but not limited to:
- Accounts Payable: scan and file invoices and packing slips
- IT: setup mobile devices, computers and various tech duties
- Estimating: update bid calendar online
- Equipment: update weekly Equipment Rental spreadsheet
- Project Managers: make job books, site notices, order rentals and call off rentals
- Project Managers: maintain weekly spreadsheet of tool box talks
- Project Managers: prepare online UFPO requests (Dig Safe)
- HR: assemble New Hire Packets & maintain binder of applicants for EEO compliance
- Crushing: Enter tickets into Excel weekly
- General office duties. For example, but not limited to:
- Scanning, copying, filing
- Creation of monthly newsletter
- Manage electronic files for claims, incidents and equipment documentation
- Add hoc party planning (for example, ordering cookie trays, sending invitations)
- General office housekeeping as needed. For example, but not limited to:
- Empty waste bins, clean up break room/front office, make coffee
- Organize and maintain reception desk, office supply storage, etc.
- Five or more years of Administrative experience ideally in a construction company
- Knowledge of office management systems and procedures
- Proficiency in MS Office (Word, Excel and Outlook, in particular)
- Excellent time management skills and the ability to prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational skills with the ability to multi-task
- High School Diploma, or GED
- Able to work in a high volume and fast paced environment; must be accurate and precise
- Work well with numerous distractions throughout the day
- Position will report to Accounting Manager
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