Administrative Assistant

Dashiell•Fitchburg, WI

23d•Onsite

About The Position

The Administrative Assistant will provide clerical support with minimal supervision to the Dashiell engineering, project management and field service teams. This role involves a variety of tasks to ensure smooth operations within these departments.

Requirements

High school diploma or equivalent is required.
Two or more years of administrative support experience and one or more years accounting support is required.
Demonstrated proficiency with Microsoft Office Suite (Outlook, Word, Excel).
Demonstrated attention to detail to accurately complete tasks.
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Proven communication skills, both oral and written, to convey thoughts, ideas, and facts to a diverse group of individuals including administrators, technicians, sales, and senior management.
Ability to prioritize and work in a fast-paced environment to meet all deadlines.
Ability to work effectively in a team-based environment.
Flexibility for occasional overtime.
Take personal responsibility for the quality and accuracy of his/her work.
Must be at least 18 years of age and legally authorized to work in the United States on a permanent basis without visa sponsorship.

Nice To Haves

Associates or Bachelor’s degree in Business or equivalent field is preferred.
Experience in an engineering or construction firm is preferred.

Responsibilities

Prepare transmittal package to be distributed to clients which includes: typing transmittal letters, managing drawing lists, following up with reminders.
Scanning and filing checklists and drawings.
Use of the document management system that records the receipt of and submission of Dashiell drawings, vendor drawings and subcontractor drawings.
Track all vendor drawings and monitor status updates.
Track comments received and initiate reminders from internal engineers and external clients.
Responsible for monthly departmental credit card logs/expense reports; distribute to teams, compile and check validity of information submitted, collect backup documents.
Prepare and review invoices for data entry.
Coordinate the scheduling and set up of in-house training seminars and meetings, including lunch arrangements for large groups and holiday events.
Coordinate new hire onboarding tasks.
Ability to wear multiple hats supporting all Dashiell departments.
Make travel arrangements as required and update travel calendar.
Perform engineering support tasks and general office duties such as answering the phone, accepting packages, sorting/distributing mail and ordering supplies.
Ability to lift 10lbs on a regular basis and up to 25lbs when necessary.
Ability to stand for long periods of time.
Other duties as assigned.