MISSION:
Achieving excellence through discipline, innovation, and the growth of our employee-owners, creating lasting value with our business partners.
OUR CORE VALUES:
Safety: The principle that shapes our culture, values, and resolve.
Vision: Driving excellence through innovation and employee growth.
Transparency: We cultivate an environment of collaboration, accountability, and trust.
Longevity: Lasting partnerships through consistent, exceptional, and tailored performance.
Ownership: Our shared success reflects the commitment and discipline of our employee-owners.
JOB SUMMARY:
The Vertical Administrative Assistant provides essential administrative support to the vertical leadership and operation teams. This role is a gatekeeper for operational needs, including scheduling, managing communications, maintaining records, financial support, and overall administrative support.This position requires interacting with diverse internal and external business partners, ensuring smooth operations and effective communication within the operational vertical.
ESSENTIAL FUNCTIONS/RESPONSIBILITIES:
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
Responsibilities of this position include, but are not limited to, the following:
Assist vertical leadership with daily administrative tasks, including scheduling meetings, preparing reports, and managing correspondence.
Coordinate and maintain calendars, ensuring meetings and deadlines are managed effectively.
Prepare and distribute internal communications, reports, and documentation as needed.
Organize and maintain digital and physical filing systems for project records, contracts, and other critical documents.
Assist in compiling vertical leadership KPIs and track them accordingly monthly.
Support vertical directors and project managers by tracking deadlines, assisting with document preparation and control, and ensuring timely submissions.
Assist in compiling change orders, submittals, daily reports, three-week look-ahead reports, OPD processing, project surveys, project closeouts, etc.
Monitor project schedules and provide updates to leadership teams, including field teams.
Collaborate with internal departments to facilitate project workflow and ensure compliance with standard operating procedures.
Assist with employee time tracking and payroll preparation.
Ensure that timesheets are submitted accurately and on time.
Helped maintain employee records and assist with payroll-related tasks.
Maintain and organize safety and compliance documentation for projects.
Ensure all required paperwork is completed and up-to-date per safety standards and regulations.
Assist in scheduling safety training and meetings for staff and contractors.
Support leadership with special projects related to operational needs, improvements, process development, and company initiatives.
Research and complete data for presentations, reports, and strategic planning efforts.
Assist and coordinate with cross-functional teams to drive project milestones and deliverables.
OTHER DUTIES AS ASSIGNED:
Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.
SUPERVISORY RESPONSIBILITIES:
None
REQUIRED EDUCATION AND EXPERIENCE:
Two (2)+ years of administrative experience
Strong computer skills, including but not limited to Microsoft Office products (Excel, Word, PowerPoint, and Outlook)
Knowledge of basic mathematical operations and calculations (e.g., addition, subtraction, multiplication, division, percentages, order of operations)
Experience handling sensitive and confidential information with discretion
Proven experience as an administrative assistant
Strong organizational and multitasking skills, with attention to detail
Excellent written and verbal communication skills
Ability to work independently and as part of a team
High School Diploma or equivalent required
PREFERRED EDUCATION AND EXPERIENCE:
Experience in a construction environment
Bilingual
Associate’s degree
Experience with project management software
PERSONAL ATTRIBUTES | SKILLS:
Supports our Mission Statement and Core Values.
Is honest and has the highest integrity.
Sets the example for others and is above reproach.
Ability to cope with job pressures in a constantly changing environment.
Interpersonal and intrapersonal skills.
Self-motivated.
Detail-oriented.
Positive and professional demeanor.
Strong problem-solving and critical thinking skills.
Able to handle and manage confidential information.
WORK ENVIRONMENT:
General Office Environment: This position operates in a professional office environment, using standard office equipment such as computers, phones, photocopiers, filing cabinets, etc.
Environmental Conditions:The work is performed indoors in a climate-controlled setting with minimal exposure to loud noise, temperature variations, or other environmental factors.
PHYSICAL DEMANDS:
Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state, and local standards, including meeting qualitative and/or quantitative productivity standards.
Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state, and local standards.
Sitting/Standing: Requires prolonged periods of sitting at a desk, though there may be opportunities for standing and moving around the office as needed.
Manual Dexterity: Frequent use of hands to operate computer keyboards, mouse, and other office tools, as well as to handle paperwork.
Visual Requirements: The ability to read and interpret data on computer screens and printed documents is essential.
Mobility: Occasional lifting of objects weighing up to 25 pounds, such as files, documents, or office supplies, may be requested. Must be able to access all areas of the facility and projects to determine purchasing needs.
Communication: Regular communication with colleagues, vendors, and other stakeholders requires the ability to exchange information effectively in both verbal and written form.
TRAVEL REQUIRED:
Travel is primarily local, although minimal out-of-area and overnight travel may be expected.
