Administrative Assistant

Position Identification:

Non-Exempt

Reports to: Leslie Buckner

Position Summary:Administrative support for accounting, sales and project managementworking with a wide range of construction industry documents.  Assist with all project management needs related to customer service, supporting sales and general administration. 

 Job Functions:

• Answer Telephone
• Receive requests for service repairs by phone or electronically.
• Issue service ticket through ERP, dispatch information to service tech tablets.
• Contact customer regarding schedule updatesand customer satisfaction at completion.
• Price and invoice service projects through customer billing portals when required.
• Prepare AIA billings and waiver as required.
• Monitor payments and follow up calls on outstanding invoices.
• Open and maintain customer records.
• Resolves service problems by clarifying the customer's needs and follow up to ensure resolution.
• Track training and badging for projects, ensure that crews are current per customer’s requirements.
• Track tablet and cell phones.
• Order Certificate of insurance per customer specifications
• Prepare bid documents.
• Track and update logs for estimates, change orders, submittals, equipment releases, requests for information and operation and maintenance manuals.
• Send close out documents following up with customer to ensure all documents are received.
• Maintain project documents and electronic files.
• Building, Street or City/town permits
• Assist service manager in generating proposals, track estimates, etc.
• Accept daily assigned tasks and follow through until completion.

Knowledge, Skills & Experience (Essential):

5 years’ experience working in construction industry administration. 

5+ years of experience with Microsoft Office, specifically Excel, Word, and Outlook.  A college degree may be substituted for experience.

Knowledge, Skills & Experience (Desirable):

• Superb customer service and communication skills
• Quality focus
• Knowledge of construction industry documents
• Experience working with ERP.
• Must be highly organized, pay close attention to details and proactively follow-up.
• Ability to manage workload in a fast paced and high intensity work environment.
• Able to work under minimal supervision.
• Good with numbers and mathematical operations
• Ability to multitask on a day-to-day basis.
• Ability to change focus of work seamlessly without loss of efficiency and adapting to unexpected requests.

Occupational Health and Safety:

• Compliance with workplace policies and procedures for risk identification, risk assessment and risk control
• Active participation in activities associated with the management of workplace health and safety
• Identification and reporting of health and safety risks, accidents, incidents, injuries and property damage at the workplace

Working Conditions:

Physical surroundings:  Office environment with typical office machines and exposure to noise and temperature.

Physical Effort: Extensive sitting, standing, walking.   Repetitive keying, typing.  Occasional lifting not to exceed 25 pounds

Travel: 

Hours: Subject to overtime