Administrative Assistant-Safety

Flatiron Construction Corp•Morgan Hill, CA

About The Position

The Administrative Assistant-Safety supports office operations and the Safety department through data entry, employee assistance, coordination of Safety regulations, and a variety of administrative and clerical duties. The role works with office staff, human resources, and payroll to respond to employee inquiries and help resolve issues. It also supports visitors, meetings, office facilities, asset tracking, communications technology, supplies, and mail distribution.

Requirements

High school diploma or GED.
At least 3 years of related administrative experience on a construction project.
Experience using Microsoft Office, including Word and Excel.
Advanced knowledge of the construction industry and project business procedures.
Developing knowledge of subcontractor invoicing and accounts payable cost coding.
Ability to use Microsoft Office, including Word, PowerPoint, and Excel.
Proven initiative, organization, and ability to self-prioritize.
Friendly disposition and customer service attitude.

Responsibilities

Perform data entry support for the Safety department.
Receive incoming telephone calls, messages, mail, and packages, and direct them courteously to the appropriate person.
Greet and assist visitors, notify office staff of arrivals, and direct visitors to meeting rooms.
Respond to day-to-day employee inquiries and work with human resources and payroll to resolve employee issues.
Coordinate asset distribution and tracking for an assigned employee group or project.
Maintain conference room and facility cleanliness and preparedness.
Monitor conference room bookings and help reserve and coordinate meetings and catering.
Maintain company and business contact information, seating documents, and event calendar documents.
Assist with service requests and maintenance for office communication technology, including fax machines, printers, postage meters, and specialty shipping vendor portals.
Perform clerical duties such as copying and typing memos, correspondence, reports, and other documents.
Collect, sort, date-stamp, and distribute mail to office personnel, and ship mail to staff at other locations as needed.
Order office supplies, stationery, and staff business cards as directed by the manager.