Administrative Assistant- Field

Gray Construction•Reno, NV

12d•Onsite

About The Position

Gray Construction is seeking an experienced Construction Administrative Assistant to join its team in Reno, Nevada. The role provides daily administrative support to site safety teams, including coordinating schedules and meetings, maintaining records and correspondence, assisting with budgets and expenses, and supporting safety communications and events. The position works in a generally normal office environment with moderate noise and controlled temperature and humidity. Overtime may be required. The position has no supervisory responsibilities.

Requirements

High school diploma or GED, or at least five years of related experience and/or training.
Strong organizational, time-management, and communication skills.
Basic computer skills, including use of Microsoft applications such as Word, Excel, PowerPoint, and Outlook, as well as tablets and smartphones.
Willingness to learn department-specific applications as needed.
Excellent communication skills.
Energetic, self-motivated approach and ability to work in a team environment and collaborate.
Must be able to meet the physical demands of the role, with reasonable accommodations where applicable.

Nice To Haves

Experience in a safety, construction, or engineering firm is highly preferred.
Experience with Procore and SharePoint.
Knowledge of applications specific to the assigned department.

Responsibilities

Provide daily administrative support to site safety teams.
Provide general information and administrative support, including special projects and initiatives, scheduling appointments and conferences, ordering supplies and equipment, and coordinating meetings.
Participate in training and professional development activities.
Conduct safety orientations.
Make badges and liaise with security.
Review and update department budgets and expenses.
Prepare and assemble presentation materials.
Assist with event planning and coordination.
Handle meeting logistics, including booking conference rooms, setting up IT, preparing or obtaining agendas, arranging catering, and preparing presentation materials; coordinate follow-up actions as needed.
Attend meetings as directed; prepare agendas, take notes, and follow up on action items.
Adapt to changing priorities and handle multiple tasks simultaneously.
Ensure the team’s area is organized and functional.
Ensure timesheets are completed and submitted on time.
Enter expenses into Concur accurately and promptly.
Schedule meetings with team members.
Read and route incoming mail and email, and locate and attach appropriate files to correspondence for the Manager to answer.
Prepare drafts of written correspondence, meeting minutes, reports, and other documents while maintaining confidentiality of day-to-day department activities.
Proofread and assemble information for Safety Minutes, Lessons Learned, and similar materials, and distribute them to appropriate team members.
Perform other duties as assigned.