Administrative Assistant

Hoffman Construction Company • Portland, OR

2h • Onsite

About The Position

The Administrative Assistant provides essential administrative and operational support to ensure the smooth functioning of the office. Reporting to the Office Manager, the Administrative Assistant role works closely with the project team, including Project Superintendents, Project Managers, and subcontractors. The Administrative Assistant plays a crucial role in coordinating documentation and daily office operations. Through strong administrative support and attention to detail, this position contributes to the overall efficiency and success of construction projects. To support Hoffman’s dedication to its people, this position will be located fully in the office.

Requirements

• High school diploma or GED required.
• Minimum of one (1) year of accounting and office management experience in the construction, engineering, or architectural (or related) field.
• Proficient in Windows and Microsoft Office 365 (Excel, Word, Outlook, PowerPoint, and Teams), and have a general understanding of working within a computer network.
• Must be an accurate and proficient typist (at least 45-wpm).
• Ability to work well and maintain a cooperative attitude through high-pressure situations.
• Excellent time-management skills and ability to multitask and prioritize work while frequently interrupted by phone calls and questions on work in progress.
• Excellent written and oral communication skills with an ability to develop strong interpersonal relationships.
• Ability to work well in a large professional setting. Patience and professionalism are essential.
• Must be a strong team player with the ability to collaborate with various personnel within and across departments and at all levels of leadership.
• Standing/Walking/Sitting: Workday is a combination of being stationary and moving about the work location.
• Must be able to work outdoors in varying weather conditions and on active construction sites.
• Must be able to climb stairs, to ascend and descend ladders, scaffolds, stairs and inspect confined spaces or underground spaces.
• Hands/Arms: Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. Frequently operates machinery and will use hands/fingers and legs to operate, activate, use, prepare, inspect, place, detect and position materials.
• Sight: Specific vision abilities required include close vision, depth perception and the ability to adjust focus in an outdoor environment. Must be able to safely operate a vehicle with a valid driver's license. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; reading printed and digital documents.
• Hearing: Must be able to work in proximity to loud equipment more than 75% of the time. Must be able to wear hearing protection, as necessary. Often required to communicate with customers and coworkers in an office setting and on the job site.
• Speech: Ability to communicate laws, ordinances, plans, regulations, protocols, directives, and standard operating procedures related to project scope in English.
• Lift/Carry: Must have the ability to lift or manipulate fifty pounds to a height of three feet and carry or push it 50-100 feet.
• Bending/Twisting: Frequent.
• Kneeling/Crouching/Crawling: Must be able to regularly position self in a kneeling, crouching or crawling position for the purpose of examining project work.
• Must be able to physically access all areas and levels of construction site for work progress review.
• Work schedule must be flexible to allow extended hours or off-shift work to accommodate changing construction schedule and sequences.
• Must use independent judgment, and organizational and critical thinking skills to determine best method to accomplish desired results.
• Applicants must be able to pass the Hoffman Drug and Alcohol test.

Responsibilities

• Assist in processing monthly subcontract billings and all material invoices for assigned projects.
• Assist in maintaining contract and insurance logs.
• Assist in the administration of contracts and purchase orders and ensure contract compliance.
• Assist in developing and maintaining files, forms, purchase orders, subcontract files, meeting minutes, miscellaneous forms, etc.
• Maintaining office supplies.
• Organize and lead typing of meeting minutes and other assignments.
• Copying, filing, and mailing/distribution of job site correspondence.
• Track and log job site equipment rentals.
• Perform responsibilities above as well as any other special projects in line with position expectations.

Benefits

• Competitive pay and advancement opportunities
• Ongoing professional training and development
• Comprehensive benefits—including free primary care for you and your family through our dedicated clinics, health insurance, paid time off, and a generous retirement plan.
• A culture rooted in inclusion, collaboration, and respect.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees