Administrative Assistant - Skanska USA
Tampa, FL 33602
About the Job
Skanska is searching for a dynamic Administrative Assistant . This is a great opportunity to start a career with a company that builds things that matter and values its team. We are proud to share our culture of diversity and inclusion.
Our work makes a clear contribution to society and the environment around us. We build in many different verticals. Whether we are building schools to provide inspiring spaces for learning, roads to connect communities, or hospitals to care for patients, it all contributes to our purpose – we build for a better society.
Skanska's values —Be Better Together, Act Ethically and Transparently, Commit to Customer, and Care for Life—are deeply engrained in how we work, which is why our values support and drive our D&I efforts.
The Administrative Assistant supports the team members and is responsible for general administrative duties, including maintaining accurate and complete records of documents. The position works under direct supervision and performs routine daily administrative activities. This position must demonstrate strong organizational and time management skills, as well as have strong communication and client service skills.
Key Responsibilities
- Reception Duties:
- Route phone calls using sound judgement while maintaining discretion about employees' personal details and whereabouts
- Keep the project list up to date by continuously tracking down contact information and job codes for new projects
- Receive and distribute mail and packages to recipients, including scanning invoices and Notices to Owners to appropriate project accountants and staff for processing
- Address general staff inquiries and communicate with building management/security to resolve office work orders
- Meeting Scheduling:
- Schedule internal meetings for office staff and external meetings with clients, partners, and owners on behalf of office executives
- Book office conference rooms or make external reservations to accommodate the number of people in meetings
- Use Outlook to invite participants and distribute meeting information
- Ensure all needs are covered, including technology, food, water/beverages, and office materials
- Travel Coordination and Executive Support:
- Assist office executives with meeting coordination, travel arrangements, timesheets, expense reports, technical support, and other tasks as needed
- Become proficient in Concur, JD Edwards, and Databasics systems
- Shipping and Office Management:
- Generate Fed-Ex labels for offices/projects, track shipments, manage Fed-Ex account payments
- Maintain a fully stocked, sanitized, organized, functioning office daily utilizing Skanska's Staples business account (and other vendors as needed) fulfill office supply orders
- Keep inventory of office items in organized storage spaces, clean and stock all common areas daily
- Contract Facilitation:
- Facilitate the signing, notarizing, witnessing, sealing, sending of contracts/bonds for project teams using Docusign or physical documents
Administrative Assistant Required Qualifications:
- 2 years of related administrative experience
- Computer knowledge and efficiency, including Microsoft Office products
- High School Diploma or equivalent experience and minimum 2 years prior relevant experience.
- Strong organizational skills, time management skills, communication abiliites, and client service orientation
Our Investment in you:
- We believe that Benefits should connect you to the support you need when it matters most, and should help you care for those who matter most. That’s why we provide an array of options (including medical, dental, and vision insurance plans), expert guidance, and always-on tools, that are personalized to meet the needs of your reality – to help support you physically, financially, and emotionally through the big milestones and in your everyday life. Please visit the compensation and Benefits summary on our careers site for more details.
- As a Skanska community, our values ground us, and our diversity of experience propels us forward. No matter what your career stage, there’s a place for you to thrive here and partner with us in shaping how our world lives, moves, and connects.
- At Skanska, we Care for Life. And we’re committed to supporting your whole health and peace of mind through inclusive and personalized total rewards.
- We’re committed to your success by developing you in your role and supporting your career growth
- Compensation and financial well-being – Competitive base salary, excellent bonus program, 401k, & Employee ownership program.
Come work with us and join a winning team!
Apply Today for Immediate Consideration!:
Background Check Required
Skanska is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion or creed, sex, sexual orientation, gender identity, national origin or citizenship status, disability, status as a protected veteran, or any other protected characteristics under federal, state, or local law.
Skanska Equal Employment Opportunity
Skanska uses knowledge & foresight to shape the way people live, work, and connect. More than 135 years in the making, we’re one of the world’s largest development and construction companies. We operate in select markets throughout the Nordics, Europe and the United States. Skanska in the U.S. is headquartered in New York City with 29 offices around the country. In 2022, construction in the U.S. generated $6.9 billion in revenue, and as a developer in the U.S., Skanska has invested a total of $3.5 billion in commercial and multi-family projects. Together with our customers and the collective expertise of our 6,500+ teammates in the U.S. and 27,000+ globally, we create innovative and sustainable solutions that support healthy living beyond our lifetime.
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Search Firm and Employment Agency Disclaimer Skanska USA Human Resources (“Skanska HR”) provides HR services to the Skanska business units within the U.S.A. including Skanska USA Civil Inc., Skanska USA Building Inc., Skanska USA Commercial Development Inc. and Skanska Infrastructure Development Inc. (collectively “Skanska USA”). As such, Skanska HR is the sole authorized representative of Skanska USA to execute any agreements with search firms, employment agencies or any employment vendor (“Vendor”). As a condition precedent to any entitlement for payment, a Vendor shall have both (1) Skanska USA Placement Agreement, and (2) an Engagement Job Order executed by an authorized Skanska HR representative. Absent the properly executed documents, Skanska HR shall have no obligation to make payment to the Vendor. Verbal or written communications from any employee of Skanska USA business units shall not be considered binding obligations. All resumes whether unsolicited or solicited shall be considered property of Skanska HR.