Administrative Assistant

Hoar • Irondale, AL

3d • Onsite

About The Position

The Administrative Assistant is responsible for handling project documentation and correspondence in support of one or more managers.

Requirements

• High School Diploma, GED or equivalent.
• 1-2 years of experience providing administrative support preferably in the A/E/C industry
• Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
• Proficient in MS Office
• General basic knowledge of and ability to learn project management software such as Revit, VICO and other related programs and systems.

Responsibilities

• Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately.
• Create and maintain project information in project management system; create subcontracts, purchase orders, change orders and their respective attachments as well as generating transmittals per Project Manager’s request for plans and specifications and pay requests.
• Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout the duration of a project, fax or email correspondence to the field or other locations as needed.
• Coordinate invoice routing and monitor payments to subcontractors and vendors.
• Enter and maintain client and prospect data in automated system.
• Answer and direct phone calls or take messages for appropriate parties.
• Verify insurance certificates and follow up to insure proper coverage is in place.
• Notarize, copy and distribute monthly pay application.
• Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.
• Preparing plans and specifications for pickup/shipment.
• Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, providing back up to switchboard, ordering supplies, sorting and distributing correspondence and maintaining database records.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED