Administrative Assistant

Lyons Electric Company•Hobart, IN

7d•$45,000 - $55,000•Onsite

About The Position

The Administrative Assistant provides information management support and document control to the Division Manager and Project Managers. This role performs routine clerical and administrative functions, including drafting correspondence, scheduling appointments, maintaining paper and electronic files, and responding to callers. The position is based in Hobart, Indiana, and calls for a reliable, punctual, organized person who can manage multiple priorities in a busy office. The role also supports payroll and onboarding processes, accounts payable, database maintenance, reporting, office equipment, and communication between field and main-office teams. The employee must maintain confidentiality, escalate critical or sensitive issues to the Division Manager with recommendations, and complete additional assignments as directed. The work is primarily in a typical office environment, with occasional visits to field locations where conditions may vary by project, manufacturing, or weather. Noise is usually moderate to loud.

Requirements

High school diploma or GED.
One to three years of experience in an administrative job supporting management.
Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
Ability to communicate effectively in English and cooperate and collaborate with customers, employees, unions, government agencies, vendors, suppliers, and other contractor organizations.
Integrity, honesty, professionalism, and appropriate care in handling sensitive and confidential information.
Ability to make sound decisions and produce accurate, timely results.
Ability to prioritize and organize work in a fast-paced, multitasking environment.
Ability to monitor and analyze data and solve problems on tactical and strategic levels.
Ability to build positive working relationships with employees at multiple levels, management, suppliers, and customers.
Commitment to company values.

Nice To Haves

Bachelor’s degree or currently pursuing a bachelor’s degree.
Working knowledge of the construction industry, operations management, and safety practices.
Working knowledge of federal, state, and city regulations and guidelines.
Business writing and reporting skills.
Excellent organization, communication, customer service, and interpersonal skills.
Scheduling and time-management skills.
Strategic, analytical, and multitasking skills.
Working knowledge of project and financial software.

Responsibilities

Review, correct, and enter timesheets into a database and payroll software.
Process and check new-hire paperwork for field employees.
Answer telephone calls, provide information, take messages, and transfer calls as appropriate.
Enter and maintain accounts payable invoices and match them against purchase orders for accuracy.
Create, maintain, and enter information into databases.
Use computers for database management, word processing, and other applications.
Operate office equipment, including fax machines, copiers, and phone systems, and arrange repairs when needed.
Assist project managers with tracking lost time and project site shutdowns.
Process and distribute reports internally and externally.
Maintain work reports, payroll records, and other documentation using an organized filing system.
Serve as a liaison between the field office and main office, and between project teams and field personnel as needed.
Read, research, and route correspondence; draft letters and documents; collect and analyze information; and initiate telecommunications to conserve time.
Maintain the confidentiality of company information.
Escalate critical or sensitive issues to the Division Manager and recommend resolutions.
Perform additional assignments as required by the company or directed by management.