Administrative Assistant

The Administrative Assistant is responsible for providing professional and courteous front office support in a fast-paced construction company environment. This role serves as the first point of contact for visitors, clients, vendors, and employees. The Receptionist manages incoming calls, assists walk-in visitors, answers general inquiries, maintains office supplies, supports administrative staff, and assists with daily office operations to ensure efficient workflow.

Essential Duties and Responsibilities

Front Desk & Customer Service

• Answer incoming phone calls promptly and professionally.


• Transfer calls to appropriate staff members and take accurate messages when necessary.


• Greet visitors, clients, vendors, and delivery personnel in a professional and friendly manner.


• Assist walk-in visitors by directing them to the appropriate department or individual.


• Respond to general questions regarding company services, locations, or contacts.


• Maintain a clean, organized, and welcoming reception area.

Administrative Support

• Assist administrative staff with various clerical and office tasks as needed.


• Provide general clerical support such as filing, scanning, copying, and data entry.


• Assist with preparing documents, packets, and correspondence.


• Distribute incoming mail and packages to appropriate departments.


• Coordinate outgoing mail and deliveries.


• Support office staff with special projects and administrative duties as assigned.

Office & Break Room Support

• Monitor and stock break room supplies such as coffee, paper products, and snacks.


• Order break room, kitchen, and general office supplies as needed.


• Maintain inventory of commonly used office items.


• Ensure break room and common areas remain clean and well stocked.

Communication & Coordination

• Communicate effectively with employees, subcontractors, vendors, and customers.


• Relay messages accurately and in a timely manner.


• Assist with scheduling or coordinating meetings when requested.

Qualifications

• High school diploma or equivalent required. Working on a college degree, or a graduate is a plus.


• Previous receptionist, front desk, or administrative experience preferred.


• Experience in a construction or contractor office environment is a plus.


• Strong customer service and communication skills.


• Ability to multitask and prioritize in a busy office environment.


• Professional demeanor and positive attitude.

Skills and Abilities

• Excellent verbal and written communication skills.


• Strong organizational and time-management abilities.


• Ability to work well with a variety of people, including customers, vendors, and employees.


• Basic computer skills including Microsoft Office (Outlook, Word, Excel).


• Ability to handle multiple phone lines.


• Attention to detail and accuracy.

Work Environment

This position operates in a professional office environment within a construction company. Frequent interaction with employees, customers, vendors, and subcontractors is required. The environment may include occasional noise and activity typical of construction-related operations.

Physical Requirements

• Ability to sit or stand for extended periods of time.


• Ability to use a computer, phone, copier, and other standard office equipment.


• Ability to occasionally lift up to 25 pounds (such as supply boxes).


• Ability to walk short distances within the office to assist visitors or retrieve supplies.