Administrative Assistant Lead

Lyons Electric Company•LaGrange, IL

11d•$50,000 - $60,000•Onsite

About The Position

We are a full-service electrical construction, maintenance, and design-build firm with a wide range of project experience. The lead Administrative Assistant will support the Division Manager and Project Managers with information management and document control. This role requires the ability to perform routine clerical and administrative functions, including drafting correspondence, scheduling, file management, and providing information. The ideal candidate must be reliable, punctual, organized, and capable of managing multiple priorities in a fast-paced office environment. This position is located in Northwest Indiana.

Requirements

High school diploma or GED required.
Must demonstrate integrity, honesty, professionalism, and appropriate concern regarding dissemination of sensitive and confidential information.
Must have the ability to make sound decisions and produce accurate and timely results.
Must prioritize and organize work in a fast-paced multi-task environment.
Must monitor and analyze data and solve problems on a tactical and strategic level.
Must build positive working relationships with multiple levels of employees, management, suppliers, and customers.
Must demonstrate commitment to company values.
Must have the demonstrated ability to effectively communicate in English, cooperate, and collaborate with multiple levels of customer, employees, unions, government agencies, vendors and suppliers, and other contractor organizations.
Proficiency in Microsoft Office applications (Outlook, Word, and Excel).

Nice To Haves

3 - 5 years working in an administrative job, supporting management.
Bachelor’s Degree or currently pursuing.
Working knowledge of the construction industry, operations management, and safety practices.
Working knowledge of federal, state, and city regulations and guidelines.
Excellent organization, communication, customer service and interpersonal skills.
Scheduling and time management skills.
Strategic, analytical, and multi-tasking skills.
Working knowledge of project and financial software.

Responsibilities

Review, correct, and enter time sheets into database and payroll software.
Process and check new hire paperwork for field employees.
Answer telephones, provide information, take messages, or transfer calls.
Enter and maintain accounts payable invoices, matching them against purchase orders for accuracy.
Create, maintain, and enter information into databases.
Use computers for various applications, including database management and word processing.
Operate and arrange for repairs of office equipment such as fax machines, copiers, or phone systems.
Assist project managers with tracking lost time and project site shutdowns.
Process and distribute necessary reports internally and externally.
Maintain records of work reports, payroll, and other documentation in an organized filing system.
Serve as a liaison between the field office and main office, and between the project team and field personnel.
Conserve time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
Maintain confidentiality of company information.
Escalate critical and/or sensitive issues to the Division Manager with recommendations for resolution.
Perform additional assignments as required by the company or directed by management.