SUMMARY: This position is responsible for overseeing the general administrative function and activities of the office.
This position is responsible for performing routine clerical duties to support the organization.
DUTIES AND RESPONSIBILITIES:
- Oversees the daily work activities of the office.
- Provides clerical support with assigned administrative duties such as answering phones, sorting and distributing mail, and preparing documents.
- Copies, sorts, and files records related to office activities, business transactions, and other matters.
- Prepares letters, memos, forms, and reports according to written or verbal instructions.
- Sorts incoming mail and delivers to appropriate department or individual; processes outgoing mail.
- Maintains employee files.
- Assures required labor law posters are in place.
- Maintains inventory of office supplies; orders new supplies as needed.
- Liaison with the IT dept and helps with personal computers, and other standard office equipment.
- Prepares and processes checks and cash deposits; oversees cash on hand in office.
- Perform other duties as assigned by supervisor/manager.
QUALIFICATIONS:
- High School diploma, up to 1 years related experience, or some college experience
- Experience in the construction field.
- Experience with contracts, proposals, pre-qual bids
- Strong recruiting and onboarding skills
- Excellent verbal and written communication skills are required
- Ability to communicate effectively, to recognize, understand, and manage one's own emotions as well as others, and foster positive working relationships across all levels of the organization
- Self-starter with ability to manage and develop others in fast paced environments
- Ability to handle multiple priorities at one time
- Strong planning and organizational skills, including attention to detail
- Ability to juggle various work activities and shift their attention from one task to another to meet the demands of different stakeholders without "dropping the ball"
- Detail-oriented and can focus on the task at hand finding the most efficient and effective pathway to completion
- Ability to logically connect ideas, scrutinize and evaluate arguments, find inconsistencies and errors in work, solve complex problems, and engage in reflection
- Holding oneself responsible and being self-driven in accomplishing business goals, adhering to policies and being responsible for one's own actions, performance, and decisions
- Must be legally authorized to work in country of employment without sponsorship for employment visa status (e.g., H1B status)
DESIRED SKILLS:
- Proficiency working with CRM’s;
- Proficiency using Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams)
- QuickBooks experience
COMPETENCIES:
- Problem Solving - Identifies and attempts to resolve problems in a timely manner; Works well in group problem solving situations.
- Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings.
- Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit.
- Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values.
- Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Accepts responsibility for own actions.
- Quality - Demonstrates accuracy and thoroughness; Monitors own work to ensure quality.
- Adaptability - Adapts to changes in the work environment; Able to deal with frequent change, delays, or unexpected events.
- Attendance/Punctuality - Is consistently at work and on time; Arrives at meetings and appointments on time.
- Dependability - Follows instructions, responds to management direction; Commits to long hours of work when necessary to reach goals.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
- Continually required to sit.
- Continually required to talk or hear.
- Frequently required to utilize hand and finger dexterity.
- Continually utilize visual acuity to read technical information, and/or use a keyboard.
- Continually required to spend many hours on computer.
