Administrative Assistant
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Administrative Assistant

  • By Jenna Kraeger 

Duties and Responsibilities

▪ 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: manage Lien Waiver cycle
▪ 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
▪ Ad 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.

 

Basic Qualifications
▪ 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 Controller

Please send resume and salary requirements to jloiacono@villagerci.com.

 

*Regular attendance is required*
Villager Construction Inc. is an EEO/AA employer. To build a diverse workforce we encourage applications from minorities, women, veterans, and individuals with disabilities.