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 Divisional Administrative Assistant provides essential administrative support to the division. This role acts as a gatekeeper for operational needs, including scheduling, filing, financial support, and record keeping. Responsibilities include overseeing timecards, coordinating meetings and conferences, obtaining supplies, managing direct mailings, and assisting with special projects. The position involves handling highly confidential and sensitive information. It requires interacting with diverse internal and external business partners, ensuring smooth operations and effective communication within the division.
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:
Administrative Support:
o Provide administrative assistance to the divisional leadership and project teams.
o Manage schedules, arrange meetings, and coordinate appointments for the division.
o Answer and direct phone calls, emails, and other correspondence.
o Maintain filing systems for both physical and digital records.
Project Coordination:
o Assist with project documentation, ensuring that all records are accurate and up to date.
o Help track project progress and ensure deadlines are met.
o Coordinate meetings and document project-related discussions and actions.
Client and Vendor Communication:
o Serve as a point of contact for clients, vendors, and subcontractors.
o Coordinate with external partners to ensure timely and effective communication.
o Process and track purchase orders and invoices, ensuring accurate payment.
Office Support:
o Oversee the day-to-day operations of the divisional office.
o Order and manage office supplies, ensuring sufficient inventory.
o Maintain office equipment, coordinating repairs and service when needed.
Project Entry/Reporting:
o Update and maintain project timelines, spreadsheets, and databases.
o Generate weekly/monthly reports for divisional leadership, tracking key performance metrics.
o Ensure that all data entered is accurate and complete.
Payroll and Timekeeping Assistance:
o Assist with employee time tracking and payroll preparation.
o Ensure that timesheets are submitted accurately and on time.
o Help with maintaining employee records and assist in payroll-related tasks.
Safety and Compliance Coordination:
o Maintain and organize safety and compliance documentation for projects.
o Ensure all required paperwork is completed and up-to-date in accordance with safety standards and regulations.
o Assist in scheduling safety training and meetings for staff and contractors.
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:
- 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)
- 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 team
- High School Diploma or equivalent required
PREFERRED EDUCATION AND EXPERIENCE:
- Bilingual
- Associate's Degree
- Experience with project management software
- Experience in a construction environment
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.
- While performing the duties of this job, the employee is occasionally required to stand; walk, sit; use hands to finger, handle, or feel objects, keyboards, or office equipment, reach with hands and arms; climb stairs; balance; stoop, kneel, crouch, talk and hear.
- Light to moderate lifting is required.
- Frequently required to reach with hands and arms and adjust body position to bend, stoop, stand, walk, turn, pivot, kneel, crouch, excavate, lift, carry, climb, and stand for long periods.
- Specific vision abilities required for this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust and focus, along with good eye-hand-foot coordination.
- Requires ability to wear steel toe/composite/alloy work boots.
- Requires the ability to wear Personal Protective Equipment (PPE) as required by location.
- The ability to read and interpret data on computer screens and printed documents is essential.
- 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.
