AS Administrative Assistant Office

Turner Construction•Austin, TX

29d

About The Position

Perform daily administrative tasks and provide administrative services to office departments and/or business unit. Essential Duties & Key Responsibilities: Provide professional customer service and positive interactions while processing day-to-day administrative items and supporting local business unit staff. Perform administrative services including processing mail, overnight mailings, photocopying, filing, sending faxes, phone list updates, invoices, and order supplies and stationery (e.g., letterhead, business cards, envelopes). Daily management of department head/manager’s calendar, meeting schedule, and contacts. Edit and assemble documents and reports for department head/manager. Assist with general office inquiries from staff, owners, and others; provide proactive escalation as appropriate. Create and maintain organizational and seating charts for office. Understand contract and bonding process and escalation procedures. Organize and provide assistance during meetings as requested; record, transcribe, and distribute meeting minutes. Maintain knowledge of business unit/headquarters’ historical information (e.g., use of vendors, event sponsorships, industry memberships/activities, client, and staff events) to support managerial related decision-making. Arrange travel reservations, business accommodations, prepare itineraries and agendas. Process department head/manager’s expense reports. Maintain organized filing systems and coordinate document retrieval schedules. Embrace company culture, values, and diversity, equity, and inclusion Diversity, Equity, and Inclusion (DE&I) activities across company. Order supplies to support office needs. Provide team support and relief of others' job duties during times of need (e.g., lunch, breaks, illness, vacation). Contribute ideas for continuous improvement and effectiveness of team within business unit/headquarters and share recommendations with overall job family. Assist with special projects and coordinate events. Other activities, duties, and responsibilities assigned.

Requirements

High School Diploma or GED and minimum of 5 years of relevant administrative assistant experience in construction, or other related industry, required
High degree of detail, accuracy, and organizational skills
Maintain confidential information
Work independently with some oversight and as part of team
Approachable, proactive, positive, and professional attitude
Professional verbal communication and written business communication skills
Able to conduct research and effectively proofread
Exhibit active listening skills and follow through on commitments
Good judgment to solve problems, escalate issues, and request prioritization of responsibilities
Computer and data entry skills, Microsoft suite of applications, collaborative meeting platforms, and general office equipment

Nice To Haves

College degree and/or relevant administrative skills certification, a plus
Construction or other service industry experience, a plus
Commissioned Notary Public, a plus

Responsibilities

Provide professional customer service and positive interactions while processing day-to-day administrative items and supporting local business unit staff.
Perform administrative services including processing mail, overnight mailings, photocopying, filing, sending faxes, phone list updates, invoices, and order supplies and stationery (e.g., letterhead, business cards, envelopes).
Daily management of department head/manager’s calendar, meeting schedule, and contacts.
Edit and assemble documents and reports for department head/manager.
Assist with general office inquiries from staff, owners, and others; provide proactive escalation as appropriate.
Create and maintain organizational and seating charts for office.
Understand contract and bonding process and escalation procedures.
Organize and provide assistance during meetings as requested; record, transcribe, and distribute meeting minutes.
Maintain knowledge of business unit/headquarters’ historical information (e.g., use of vendors, event sponsorships, industry memberships/activities, client, and staff events) to support managerial related decision-making.
Arrange travel reservations, business accommodations, prepare itineraries and agendas.
Process department head/manager’s expense reports.
Maintain organized filing systems and coordinate document retrieval schedules.
Embrace company culture, values, and diversity, equity, and inclusion Diversity, Equity, and Inclusion (DE&I) activities across company.
Order supplies to support office needs.
Provide team support and relief of others' job duties during times of need (e.g., lunch, breaks, illness, vacation).
Contribute ideas for continuous improvement and effectiveness of team within business unit/headquarters and share recommendations with overall job family.
Assist with special projects and coordinate events.
Other activities, duties, and responsibilities assigned.