Construction Projects Administrative Assistant

Company: Hodess Cleanroom Construction
Location: Attleboro
Posted on: November 25, 2022

Job Description:

Hodess Cleanroom Construction has an exciting opportunity for an Projects Administrative Assistant in our Corporate Operations Department. This position is an important part of our team working closely with the Director of Operations along with the Operations group. Come join our growing team. Assistant and reporting to the Director of Operations Manage daily office operations. Monthly review and tracking of project insurance certificates/subcontracts on projects to eliminate expired certificates and obtain renewals Distribution of monthly accounts receivable A/R Aging reports in Timberline/Sage to all project managers for status updates Assist in scheduling training sessions for the Operations team on various webinars/software to include Mobile Crane Management, Microsoft Project, Construction Defect webinars/teams meetings Track company equipment issued to Operations team members Coordinate with IT to ensure smooth on-boarding process for all new hires in the operations department Travel coordinator for flights, hotels, and apartments while employees are out of state on their perspective job sites. Coordinate all specifics including furniture rentals, leases, notices to vacate, security deposit retrieval. Work closely with A/P to ensure timely payments of rents Compile weekly job status reports for management meetings on a weekly basis Update employee resumes for potential clients to highlight the employee's expertise areas Conduct bi-yearly clean-up of our electronic filing system Research, compile and submit company information in advance for pre-qualifications to qualify company to bid on new jobs Assist with writing job descriptions, company policy updates and publishing Perform initial interviews for potential candidates, forward resumes to hiring managers, coordinate teams meeting interviews Qualified individual must have comparable experience in prior role demonstrating success. Ability to multitask, be highly organized and be an effective communicator. Prepare correspondence, reports, assemble contract and sub-contract documents. Process project documents including but not limited to: scanning, creating document records in the management system, routing and distribution, and filing (electronic and hardcopy). Assist with composing, compiling, and binding marketing materials for project pursuits. Handle confidential and sensitive information with discretion and prudence. Deliver documents to clients and teaming partners. Assist in preparation for expense reports. Assist in the scheduling and support of meetings. Monitor and order office supplies. Respond to inquiries and informational requests. Miscellaneous administrative tasks as assigned Category - Team Management Create and maintain filing system. Set up and maintain contact lists in applicable systems Set up of cost codes in financial system. Compile, type, and fax information for credit references/applications. Phone coverage and distribution of faxes. Estimating support when needed (typing, phone calls, collect faxes on bid day, order lunch, etc.) Offer back up support, when necessary, to other departments. MINIMUM JOB REQUIREMENTS: High School diploma or equivalent (preferred) 2 - 5+ years of administrative support role Excellent verbal and written communication skills, including remote staff Self-starter with ability to work with limited supervision Must be proficient in MS Office, Outlook, and Adobe Acrobat Experience in the construction management is a plus Must have excellent time management, organizational skills and must be capable of handle multiple tasks Salary is commensurate of education, years' experience, and market KNOWLEDGE, SKILLS AND ABILITIES REQUIRED: Ability to communicate effectively, both orally and in writing. Working knowledge of phone systems, fax machines, copiers, and printers. Must be extremely organized. Ability to work proactively and at times independently. Ability to handle multiple tasks. Knowledge and strong technical skills in Microsoft Office Suite. Strong interpersonal skills. Ability to link all services (internal and external.) Detail oriented. Strong proofreading skills. Cooperative, professional manner. Strong, open communication skills. Fosters teamwork. TECHNICAL SKILLS Strong user of Microsoft Office Products including Outlook/Teams, OneDrive, Excel, and Word. Prior experience with Sage a plus. Demonstrate advanced proficiency by quickly adapting to new technology and readily acquiring new technical skills. Familiarity with Paylocity software a plus Skilled in using standard office equipment such as computer, fax, photocopier, scanner, etc. CORE COMPETENCIES ProfessionalismAdaptability/FlexibilityOrganizationTime ManagementSpace ManagementTask Management:Proactive Problem SolvingCommunication SkillsListening skillsOral skillsWritten skillsTelephone/E-mailService OrientedBusiness UnderstandingTeam PlayerSound JudgmentDiversity and InclusionHodess Cleanroom Construction provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, handicap, disability, military or veteran status, genetics, or any other protected category in accordance with applicable federal, state and local laws. In addition, HCC complies with applicable federal, state, and local laws governing nondiscrimination in employment.Job Type: Full-timePay: $25.00 - $32.00 per hourBenefits: 401(k) 401(k) matching Dental insurance Employee assistance program Health insurance Health savings account Life insurance Paid time off Professional development assistance Referral program Retirement plan Tuition reimbursement Vision insuranceSchedule: 8 hour shift Monday to FridayAbility to commute/relocate: Attleboro, MA 02703: Reliably commute or planning to relocate before starting work (Required)Experience: Microsoft Excel: 3 years (Preferred)Work Location: One location

Keywords: Hodess Cleanroom Construction, Attleboro , Construction Projects Administrative Assistant, Professions , Attleboro, Massachusetts