SITE ADMINISTRATIVE ASSISTANT
JOB DESCRIPTION
Division/Department: Construction Reports to: Project Manager/Superintendent
Job Code: Clerical
Job Classification: Hourly
Updated 1-1-2022
Brad Cole Construction Co., Inc. is an Equal Opportunity Employer. M/F/D/V.
POSITION SUMMARY
This position is responsible for performing a variety of specialized administrative and office support functions pertaining to Site Operations. Interacts with both field and office employees and performs related duties as assigned.
RESPONSIBILITIES & GENERAL JOB DUTIES
Position may involve performing other duties as required, which may not be mentioned below. Specific functions may change from time to time. “*” Denotes essential function
• *Assists site management personnel with administrative duties including, but not limited to, reporting, data entry, project scheduling and administration, presentation materials, correspondence, managing project specific A/P A/R, and employee timekeeping.
• *Assists with requesting and updating employee site access including security badges and access cards.
• *Manages shipping and postal accounts, sorts and distributes all incoming mail and parcels. Maintains office mailing and shipping supplies.
• *Updates and maintains weekly safety program reporting.
• *Organizing plans and specifications, scanning, and submitting documents, this includes the secure handling of confidential information.
• *Provides excellent customer service to Brad Cole Construction employees, customers, vendors, and site visitors.
• *Maintains office supplies by checking stock inventory level; placing and expediting orders for supplies; verifying receipt ofsupplies.
• *Records minutes at meetings, updates and distributes meeting minutes as directed.
• *Completes operational requirements by prioritizing when assigned multiple tasks or administrative projects.
• *Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• *Contributes to team effort by accomplishing related results as needed.
• Perform other duties as assigned by immediate supervisor or upper management.
• Reviews weekly interim and monthly project specific cost coding data for accuracy.
• Assists HR with new hire on boarding at project site location.
• Project specific employee liaison as needed to ensure HR policies, procedures, updates, or events are communicated to all project specific personnel in a timely and efficient manner.
• Assist with travel arrangements as needed for traveling management staff.
• Oversees a neat and clean project office complex.
• Schedules office meetings and coordinates jobsite events.
• Maintains office mailing and shipping supplies.
WORKING ENVIRONMENT AND CONDITIONS
• This position requires working in the internal environment.
PHYSICAL / MENTAL REQUIREMENTS
• Ability to work as a team member.
• Display professional appearance, warm demeanor, and positive attitude.
• Be a motivated self-starter.
• Work independently and to be accurate, efficient, and organized.
• Manage multiple taskssimultaneously.
• Work under pressure with time constraints in a changing environment.
• Listen to and understand information presented through spoken words and sentences, as well as communicates information and ideas through effective speaking andwriting.
• Use electronic equipment such as computer, laptop, cell phone for communication.
• Sit, walk and/or stand for 8+ hours a day as the position is primarily located in an office setting.
• Lift, bend, stoop, reach, and balance occasionally.
• Concentrate and focus on task at hand for extended periods oftime.
EDUCATION, EXPERIENCE AND TRAINING
• Minimum of high school diploma; some college preferred.
• 1-2 years previous administrative experience.
• Ability to effectively communicate both orally and in written form.
• Excellent organizational and customer service skills.
• Experience in Microsoft Office products, specifically Word, Excel, and Outlook required.
• Willingness to take on additional tasks as assigned.
• Excellent communication and organizational skills.
OTHER DUTIES
Please note 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.
