Administrative Assistant - Controls Dept. - TDIndustries

As our Administrative Assistant IV, you will provide administrative support and also provide accounting support on both a business unit and project level. You will report to one or more senior level managers. This role provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. You will generally have some supervisory guidance, but you will primarily rely on experience and personal judgment to make decisions that impact performance. You will use independent judgment on changes that directly affect administrative and business unit accounting functions. Performs ancillary duties as required.

Established in 1946, TDIndustries has developed into one of America's  premier Mechanical Construction and Facility Services companies serving clients through the full life-cycle of a facility, to include engineering, construction, operations and maintenance.  For 70 years, our employee-owned company has provided innovative services that optimize the performance of world-class mechanical and electrical systems that serve healthcare facilities, hotels, schools, sports arenas, mission critical facilities and industrial complexes and other essential institutions.

Our employees, whom we call “Partners” are the heart of our success and what sets us apart from our competitors. FORTUNE Magazine recognized TDIndustries as one of the "100 Best Places to Work", "Top 50 Training Organizations" and "Top 30 Companies to Retire From" due to our solid commitment to the personal and professional development of each employee.

• Performs administrative support for assigned senior leader(s) for all day-to-day operations in their business unit or functional area. 
• Manages calendars of supervisor and other leadership within business unit using calendar management software. As well as, manages Business Unit calendar for meetings and other activities.
• Updates Partner information utilizing our HRIS system.
• Assist with making travel arrangements for the team as needed.
• Prepares agendas and supporting meeting handouts.
• Composes, creates, formats, and reviews correspondence including reports, letters, and memos using word processing, spreadsheet, database, or presentation software.
• Conducts research, compiles data, and prepares documents for consideration and presentation by executives, committees, and boards of directors.
• Assists in the reconciliation of budget statements and budget creation.
• Completes Business Unit monthly reports for business unit review.
• Prepares and reviews weekly time entry reports. 
• Prepares, codes and processes invoices and expense reports.
• Oversees the monthly reports associated with project reviews, backlogs, etc. 
• Oversees the project accounting closeout. 
• Troubleshoots issues with purchase orders, project setup, and other challenges within the system. 
• Screens and manages electronic communications and phone calls for assigned senior leader(s). 
• Mentors and provides guidance to less experienced colleague(s) as required.
• Plans, arranges and executes large parties, team-building events, group outings and manages catering for lunches and group meetings.
• Provides support for Partner licensing renewals, reminders of employee training and assists with mobile device issues.

• 7+ years of Administrative Assistant exp.  
• High School Diploma or equivalent.
• Must have demonstrated proficiency with Microsoft Suite such as Outlook, Word, PowerPoint, OneNote, Excel.
• Experience working with accounting software preferred
• Excellent communication skills, both written and oral.
• Ability to effectively plan, organize, delegate and control work processes.
• Demonstrates initiative, positive attitude and strong work ethic.
• Ability to prioritize tasks, work effectively under stress and meet short deadlines.

TDIndustries is an Equal Opportunity Employer. TDIndustries recruits qualified applicants and advances in employment its employees without regard to race, color, religion, sex, gender, sexual orientation, gender identity, gender expression, age, disability, genetic information, ethnic or national origin, marital status, veteran status, or any other status protected by law. EOE Minorities/ Females/ Protected Veterans/ Disabled