Administrative Assistant- Safety

Gray Construction•Reno, NV

5d•Onsite

About The Position

Gray Construction is looking for a Safety Administrative Assistant to join our team at our Reno, Nevada location. 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. 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.

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.
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.

Nice To Haves

Experience in safety, construction or engineering firm is highly preferred.
Experience with Procore and SharePoint is a plus.

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.