Administrative Assistant

Position Description: Conduct daily administrative tasks and provide administrative support to a construction site project-based team.

Essential Duties

Provide professional customer service and positive interactions while providing administrative services to construction site project-based team. Process day-to-day administrative items; mail, overnight mailings, photocopying, filing, sending faxes, phone list updates, process invoices, and order business cards. Daily management of project calendar, meeting schedule, and project contacts.

Process expense reports for Project Executive and/or Manager. Set up process and administer project-specific tools and materials, such as project calendar program, conference rooms, and parking/access cards. Prepare written correspondence for project staff (e.g., memos, emails, presentations, and other project-specific documents).

Create and maintain project organizational and seating charts. Coordinate travel reservations, business accommodations, itineraries, and agendas. Organize project-related meetings (e.g., agenda, schedule, and logistics), assist with meetings, and record, transcribe, and distribute meeting minutes. Assist with general office inquiries from staff, clients, customers, and others; provide proactive escalation as appropriate.

Embrace company culture, values, and Diversity, Equity, Inclusion (DE I) activities. In collaboration with Project Manager, establish and maintain protocols for project site visitors. Promote right environment through professional interactions with owners, project team management, Joint Venture Partners, and vendors. Provide support ad hoc requests related to various onsite technical issues affecting work productivity (e.

g., Internet access, copier issues) or coordinate with Information Systems (IS) team as needed. Conduct project specific orientation and transitions for project staff. Maintain organized project filing system and coordinate document retrieval schedules. Order supplies to support project office needs. Contribute new ideas for continuous improvement and effectiveness of Administrative Services (AS) team within project and share recommendations with overall job family.

Assist with special projects and coordinate events. Other activities, duties, and responsibilities assigned.