Administrative Assistant

Job Title: Administrative Assistant

Position Summary

The Administrative Assistant provides comprehensive office
support to ensure efficient daily operations. This role serves as the first
point of contact for phone inquiries, assists the HR department, supports
contract and permit management for construction projects, performs light
accounting tasks, and handles a variety of general administrative duties. The
ideal candidate is organized, professional, detail -oriented, and able to manage
multiple priorities in a fast -paced environment.

Key Responsibilities

Front Office & Communication

• Answer
  and direct incoming phone calls in a professional and courteous manner
  
• Greet
  visitors and clients and provide general information as needed
  
• Manage
  incoming and outgoing mail, emails, and deliveries
  
• Maintain
  organized filing systems, both electronic and paper
  

Human Resources Support

• Assist
  HR with onboarding paperwork and new hire orientation
  
• Help
  maintain employee files and training records
  
• Coordinate
  background checks, drug screens, and required certifications
  
• Support
  scheduling of interviews and employee meetings
  

Contract & Permit Administration

• Assist
  with preparation, tracking, and organization of contracts and subcontracts
  
• Support
  construction permit applications and renewals
  
• Maintain
  logs for insurance certificates, licenses, and compliance documents
  
• Coordinate
  with project managers regarding document needs and deadlines
  

Accounting Support

• Perform
  light bookkeeping such as data entry of invoices and receipts
  
• Assist
  with accounts payable/receivable processing
  
• Reconcile
  statements and support payroll documentation as needed
  
• Help
  track job costs and expense reports
  

General Office Duties

• Order
  and maintain office supplies
  
• Schedule
  meetings and maintain calendars
  
• Prepare
  correspondence, reports, and presentations
  
• Assist
  management with special projects and other duties as assigned
  

Requirements

Qualifications

• High
  school diploma required; associate degree preferred
  
• 3+
  years of administrative office experience (construction industry a plus)
  
• Proficiency
  in Microsoft Office Suite (Word, Excel, Outlook)
  
• Experience
  with accounting or ERP software preferred
  
• Familiarity
  with construction permits and contracts helpful
  

Skills & Abilities

• Strong
  organizational and time -management skills
  
• Excellent
  verbal and written communication
  
• High
  level of professionalism and confidentiality
  
• Ability
  to prioritize tasks and meet deadlines
  
• Detail -oriented
  with strong problem -solving skills
  
• Ability
  to work independently and as part of a team
  

Benefits