Administrative Assistant - Project

Turner Construction Company•Buffalo, NY

2d•$42,000 - $57,000•Onsite

About The Position

This position involves conducting daily administrative tasks and providing administrative support to a construction site project-based team. The role requires professional customer service, managing day-to-day administrative items, maintaining project calendars and contacts, processing expense reports, and preparing written correspondence. The Administrative Assistant will also coordinate travel, organize meetings, assist with office inquiries, and embrace company culture and DE&I activities. Collaboration with the Project Manager is key for establishing visitor protocols and promoting a positive environment with stakeholders. Support for onsite technical issues and project-specific orientations will be provided. Maintaining an organized filing system, ordering supplies, and contributing to continuous improvement within the Administrative Services team are also essential. Special projects and event coordination may be required.

Requirements

High School Diploma or GED
Minimum of 1 year of relevant administrative assistant experience in construction, or other related industry, required
Maintain confidential information
Work with some direction and oversight, and as part of team
Professional verbal communication and written business communication skills
Able to conduct research and proofread
Exhibit active listening skills and follow through on commitments
Good judgment to solve problems, escalate issues, and request prioritization of responsibilities
Proficient computer and data entry skills, Microsoft suite of applications, collaborative meeting platforms, and general office equipment

Nice To Haves

College degree and/or relevant administrative skills certification, a plus
High degree of detail, accuracy, and organizational skills
Approachable, proactive, positive, and professional attitude
Commissioned Notary Public, a plus

Responsibilities

Provide professional customer service and positive interactions while providing administrative services to construction site project-based team.
Process day-to-day administrative items; mail, overnight mailings, photocopying, filing, sending faxes, phone list updates, process invoices, and order business cards.
Daily management of project calendar, meeting schedule, and project contacts.
Process expense reports for Project Executive and/or Manager.
Set up process and administer project-specific tools and materials, such as project calendar program, conference rooms, and parking/access cards.
Prepare written correspondence for project staff (e.g., memos, emails, presentations, and other project-specific documents).
Create and maintain project organizational and seating charts.
Coordinate travel reservations, business accommodations, itineraries, and agendas.
Organize project-related meetings (e.g., agenda, schedule, and logistics), assist with meetings, and record, transcribe, and distribute meeting minutes.
Assist with general office inquiries from staff, clients, customers, and others; provide proactive escalation as appropriate.
Embrace company culture, values, and Diversity, Equity, & Inclusion (DE&I) activities.
In collaboration with Project Manager, establish and maintain protocols for project site visitors.
Promote right environment through professional interactions with owners, project team management, Joint Venture Partners, and vendors.
Provide support ad hoc requests related to various onsite technical issues affecting work productivity (e.g., Internet access, copier issues) or coordinate with Information Systems (IS) team as needed.
Conduct project specific orientation and transitions for project staff.
Maintain organized project filing system and coordinate document retrieval schedules.
Order supplies to support project office needs.
Contribute new ideas for continuous improvement and effectiveness of Administrative Services (AS) team within project and share recommendations with overall job family.
Assist with special projects and coordinate events.
Other activities, duties, and responsibilities assigned.