Administrative Assistant

Stronghold Engineering•Coalinga, CA

5d•Onsite

About The Position

Under direction of the Project Manager, the Administrative Assistant provides administrative support to the Coalinga Hydronic Loop Project. The Administrative Assistant completes a variety of administrative duties using detail and accuracy, maintaining the ability to multi task and prioritize, as needed, with input from the Project Manager. Essential Duties and Responsibilities Essential duties are those that an individual must be able to perform with or without reasonable accommodation.

Requirements

High School Diploma.
Valid Drivers License with clean driving record.
Must pass state background checks and approvals.
2+ years of Construction office experience required.
Must be proficient with Microsoft Office including but not limited to Excel, and word, spreadsheet and accounting/construction software.

Nice To Haves

Working knowledge of Spectrum Accounting and Project Management software and Building Connect Suite strongly preferred.

Responsibilities

Answers phones in a professional manner, directs callers to the correct contact, taking complete messages, when needed, which include contacts full name, contact number, company and what the message is regarding.
Establishes, develops, maintains and updates filing system for the and others within the office, as requested.
Maintain filing system in an organized and complete manner.
Retrieves information from files when needed.
Sorts and distributes all incoming manner mail.
Opens mail for the project sites, as requested.
Prepare and send, as requested, shipping documents to include overnight or priority mailings.
Coordinate with outside vendors when requested for large scale copying, plans, etc.…
Schedules and organizes activities such as meetings, travel, conferences and department activities for the Coalinga Office either on-site or off-site.
Acts as a liaison with other departments and outside agencies, including high-level staff such as CEO’s, COO’s, Executive Vice President, Company Directors and Department Heads.
Handles confidential and non-routine information and explains policies when necessary.
Manages, organizes and updates relevant data using database applications.
Researches and investigates information to enable strategic decision making by others.
Works independently and as part of a team on special nonrecurring and ongoing projects.
Types and designs general correspondence, memos, charts, tables, graphs, business plans, etc.
Proofreads copy for spelling, grammar, and layout, making appropriate changes.
Responsible for accuracy and clarity of final copy.