Administrative Assistant- Safety

Gray Construction•Reno, NV

About The Position

Overview Gray Construction is looking for a Safety Administrative Assistant to join our team at our Reno, Nevada location. Responsibilities Gray is a fully integrated, global service provider deeply rooted in engineering, design, and construction, along with smart manufacturing and equipment manufacturing services. Consistently ranked as a leader in the industry, we focus on the following markets for domestic and international customers: Food & Beverage , Manufacturing , Data Centers , Distribution , and Advanced Technology . Founded in 1960, Gray’s robust offering enables us to create one-of-a-kind solutions at the highest levels of customization, delivering unmatched precision and partnership to some of the world’s most sophisticated organizations. Still, these areas don’t define Gray—our people do. Passion, commitment, and a great team spirit all speak to the team members at Gray. Perform delivery intake inspections in accordance with submittals of required materials. Provide general information and administrative support, including special projects and initiatives, scheduling appointments, conferences, ordering supplies/equipment, and meetings. Participate in training and professional development activities. Conduct Safety orientations. Make badges; liaise with security Review and update department budget and expenses. Prepare and assemble presentation materials. Assist with event planning and coordination. Handle all meeting logistics, including booking conference rooms, setting up IT, preparing/obtaining agendas, catering, and presentation materials. Coordinate any follow-up actions as needed. Attend meetings as directed to prepare agendas, take notes, and follow up on action items. Adapt to changing priorities and handle multiple tasks simultaneously. Ensure that the team’s area is organized and functional. Ensure timesheets are completed and turned in on time. Ensure expenses received are input into Concur accurately and timely. Schedule meetings with team members. Reads and routes incoming mail/e-mail. Locates and attaches appropriate file to correspondence to be answered by Manager. Prepares drafts of written correspondence, meeting minutes, reports, and documents. Maintains confidentiality of day-to-day department activities. Assist in proofreading and assembling information for Safety Minutes, Lessons Learned, etc. Distribute to appropriate team members as required. Other duties may be assigned. Qualifications A minimum of 2 years of construction experience and/or logistics documentation experience. Familiarity with submittals and construction material protocols. Experience in safety, construction or engineering firm is highly preferred. Team member must have strong organizational, time management and commutation skills. Must possess basic computer skills including the ability to utilize Microsoft applications (Word, Excel, PowerPoint, Outlook, etc.), tablets and smartphones. Experience with Procore and SharePoint is a plus. May require knowledge of applications specific to the department assigned with a willingness to learn new programs as needed by the department. The selected candidate will have excellent communication skills. Physical Demands & Work Environment: The new team member should be an energetic, self-motivated individual who enjoys a team environment, as well as a passion for collaboration and professional development. If you are a high achiever striving to exceed expectations in a fast-paced innovative company, then Gray is the place for you. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position, the team member is frequently required to stand, walk, sit, use hands, reach with hands or arms and talk or hear. They may occasionally be required to climb or balance, stoop, kneel, or crouch. Must occasionally lift and/or move up to 50 pounds. Specific vision abilities required include close vision. Generally, normal office environment where noise level is moderate and temperature/humidity is controlled. Overtime may be required. Supervisory Responsibilities: This position has no supervisory responsibilities. Gray is proud to be an Equal Opportunity Employer and welcomes everyone to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Requirements

A minimum of 2 years of construction experience and/or logistics documentation experience.
Familiarity with submittals and construction material protocols.
Team member must have strong organizational, time management and commutation skills.
Must possess basic computer skills including the ability to utilize Microsoft applications (Word, Excel, PowerPoint, Outlook, etc.), tablets and smartphones.
The selected candidate will have excellent communication skills.

Nice To Haves

Experience in safety, construction or engineering firm is highly preferred.
Experience with Procore and SharePoint is a plus.
May require knowledge of applications specific to the department assigned with a willingness to learn new programs as needed by the department.

Responsibilities

Perform delivery intake inspections in accordance with submittals of required materials.
Provide general information and administrative support, including special projects and initiatives, scheduling appointments, conferences, ordering supplies/equipment, and meetings.
Participate in training and professional development activities.
Conduct Safety orientations.
Make badges; liaise with security
Review and update department budget and expenses.
Prepare and assemble presentation materials.
Assist with event planning and coordination.
Handle all meeting logistics, including booking conference rooms, setting up IT, preparing/obtaining agendas, catering, and presentation materials.
Coordinate any follow-up actions as needed.
Attend meetings as directed to prepare agendas, take notes, and follow up on action items.
Adapt to changing priorities and handle multiple tasks simultaneously.
Ensure that the team’s area is organized and functional.
Ensure timesheets are completed and turned in on time.
Ensure expenses received are input into Concur accurately and timely.
Schedule meetings with team members.
Reads and routes incoming mail/e-mail.
Locates and attaches appropriate file to correspondence to be answered by Manager.
Prepares drafts of written correspondence, meeting minutes, reports, and documents.
Maintains confidentiality of day-to-day department activities.
Assist in proofreading and assembling information for Safety Minutes, Lessons Learned, etc.
Distribute to appropriate team members as required.
Other duties may be assigned.