Administrative Assistant - Equipment Yard

Position Summary: The Administrative Assistant at the Hoffman Equipment Yard is pivotal in maintaining the seamless operation of the yard's activities. The Administrative Assistant will report directly to the Equipment Yard Office Manager and will collaborate with internal and external partners. They will own a wide array of administrative and clerical duties and will be engaged in a variety of tasks that are crucial in supporting a broad range of Hoffman Construction projects and activities. This role is designed for someone who thrives in a dynamic setting and is driven to contribute to the effectiveness and efficiency of the team. To support the on-site team, and day-to-day operations, this position will be fully in-office.

Salary Range: $45,000 - $58,000

Essential Responsibilities:

• Organize, file, and track large amounts of electronic and hard-copy documentation.
• High-volume data entry, including work orders, purchase orders, and invoices, ensuring accuracy by using a detail-oriented approach.
• Assist with daily office and project site needs.
• Accounts Payable, and Accounts Receivable document preparation.
• Answers and direct phone calls.
• Interface with other department administrators and vendor contacts.
• Cross training with other office team members.

QUALIFICATIONS

Professional Experience and Education:

• High School Diploma or GED required.
• Experience processing accounts payable, or receivable invoices preferred.
• Familiarity with construction tools, materials, and equipment preferred.
• Understanding of DOT, DMV, and DEQ regulations related to fleet management preferred.
• Professional experience with JD Edwards EnterpriseOne preferred.

Position Related Skills:

• Proficient in Windows and Microsoft Office 365 (Excel, Word, Outlook, Power Point and Teams) and have a general understanding of working within a computer network.
• Ability to work well and maintain a cooperative attitude through high-pressure situations.
• Excellent time-management skills and ability to multi-task and prioritize work while frequently interrupted by phone calls and questions on work in progress.
• Excellent written and oral communication skills with an ability to develop strong interpersonal relationships.
• Ability to work well in a large professional setting. Patience and professionalism are essential.
• Must be a strong team player with the ability to collaborate with various personnel within and across departments and at all levels of leadership.

Physical and Mental Requirements:

• Standing/Walking/Sitting: Workday is combination of sitting/walking and standing.
• Legs: Must be able to climb stairs <20% of day.
• Hands/Arms: Constant use of hands/fingers for mouse/keyboard/computer use.
• Vision: Required to have the ability to perform duties such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; and reading printed and digital documents.
• Hearing: Sufficient to hear conversational levels in person and over the telephone and radio; sufficient to hear alarms on equipment.
• Speech: Sufficient to make oneself heard in person, speak in front of groups, and be understood over the telephone.
• Lift/Carry: Minimal.
• Bending/Twisting: Minimal.
• Kneeling/Crouching/Crawling: Minimal.
• Mental alertness, accuracy, and attention to detail required.
• Must be able to work independently, make decisions, and follow through on all assignments.
• Must use creativity, independent judgment, and organizational and problem-solving skills to determine best method to accomplish desired results.
• Must be able to plan and organize work.
• Must possess strong organizational and computer use skills and have a high level of competency to read/write/speak English and communicate with coworkers.