Administrative Assistant

Kokosing•Chesapeake, VA

4d•Hybrid

About The Position

The Regional Office Administrative Assistant will work in a dynamic, team-oriented environment and will be responsible for supporting the Vice President and other Management Staff in day-to-day operations, overseeing daily functions of the office, developing and maintaining the accounting and administrative functions of multiple projects overseen by the regional office to ensure organizational effectiveness and efficiency. This role will be primarily based at our Chesapeake, VA office, but occasional travel to regional project sites may be required.

Requirements

Fluent in both English and Spanish languages. (required)
Proficiency with computers, including Microsoft Windows, Word, Excel, PowerPoint, Outlook and SharePoint.
Excellent organizational skills and be a multi-tasker.
Strong writing skills, including proofreading and editing of professional business correspondence in both English and Spanish languages.
Ability to communicate effectively with multiple team members and apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
Able to prioritize and work on multiple tasks in fast paced, schedule driven environment.

Nice To Haves

Associate's degree in Business Administration or similar experience (preferred but not required).
Any safety related training is a plus.
Previous exposure to construction, accounting and payroll functions is preferred.
Experience with Viewpoint and HeavyJob Software preferred.
Knowledge of construction terminology and processes is a plus.
Dependable and professional.

Responsibilities

Organize operations and procedures.
Maintain office equipment.
Manage and supervise assigned administrative staff.
Arrange housing for eligible employees.
Oversee incoming/outgoing correspondences.
Approve office supply orders.
Maintain monthly project calendar.
Provide onsite vehicles with clear registration numbers and insurance cards.
Update organizational chart.
Prepare owner required monthly reporting binders.
Upkeep subcontractors’ insurance/calendar for expiration dates.
Review invoices and route to project teams for final approval.
Maintain packing slips by scanning into Viewpoint to utilize when approving invoices.
Summarize in-place quantities from the timesheets weekly into Viewpoint for cost report generation.
Maintain Purchase Orders, Notice of Commencements, Notice of Furnishings.
Arrange safety luncheons and other events as requested.
Process and route employment applications from walk-in candidates.
Perform new hire orientations for both Spanish and English-speaking employees.
Translate documents and communications (English/Spanish) as needed.
Support bid preparation and contract administration.
Assist with craft employee recruitment and interviews as needed.
Assist Management staff in communication with Spanish language only speakers.
Maintain project employee lists with correct current information.
Prepare payroll sheets.
Enter payroll time for craft/biweekly/weekly employees.
Answer phones, take and forward messages, answer routine questions or follow through on routine requests.
Type all documents; letters, reports, memos, lists, etc.
Set up and maintain filing systems.
Photocopy and scan documents.
Schedule meetings per supervisor’s request, distribute agenda, etc.
Open, date stamp, and log in mail.
Maintain confidentiality on sensitive documents.
Perform additional assignments per supervisor’s direction.