Administrative Assistant - Project

Turner Construction•Memphis, TN

4d•Onsite

About The Position

The Administrative Assistant conducts daily administrative tasks and provides administrative support to a construction site project-based team. The role supports project staff and leadership by managing office operations, calendars, communications, travel, meetings, filing, supplies, and project-specific administrative tools. It also helps coordinate visitor protocols, staff orientations and transitions, events, and responses to onsite technical issues, while contributing ideas to improve administrative services. The position regularly works in a construction site project-based office setting, with occasional work at other office locations or off-site venues. The work environment may involve moving mechanical parts, high or precarious places, fumes or airborne particles, outdoor weather conditions, and electrical-shock risk. The role requires compliance with company safety policies, procedures, and applicable laws.

Requirements

High school diploma or GED.
At least 1 year of relevant administrative assistant experience in construction or another related industry.
Strong attention to detail, accuracy, and organizational skills.
Ability to maintain confidential information.
Ability to work with some direction and oversight and as part of a team.
Approachable, proactive, positive, and professional attitude.
Professional verbal communication and written business communication skills.
Ability to conduct research and proofread.
Active listening skills and ability to follow through on commitments.
Good judgment in solving problems, escalating issues, and requesting prioritization of responsibilities.
Proficiency with computers and data entry, Microsoft applications, collaborative meeting platforms, and general office equipment.

Nice To Haves

College degree and/or relevant administrative skills certification.
Commissioned Notary Public.

Responsibilities

Provide professional customer service and positive interactions while delivering administrative services to the project team.
Process routine administrative tasks, including mail, overnight mailings, photocopying, filing, faxing, phone-list updates, invoices, and business-card orders.
Manage the project calendar, meeting schedule, and project contacts.
Process expense reports for the Project Executive and/or Manager.
Set up, process, and administer project-specific tools and materials, including the project calendar program, conference rooms, and parking or access cards.
Prepare written correspondence and documents for project staff, including memos, emails, presentations, and other project-specific materials.
Create and maintain project organizational and seating charts.
Coordinate travel reservations, accommodations, itineraries, and agendas.
Organize project-related meetings, including agendas, schedules, and logistics; assist with meetings; and record, transcribe, and distribute minutes.
Respond to general office inquiries from staff, clients, customers, and others, and proactively escalate issues when appropriate.
Support the company culture, values, and Diversity, Equity, & Inclusion activities.
Work with the Project Manager to establish and maintain protocols for project site visitors.
Promote a positive working environment through professional interactions with owners, project team management, Joint Venture Partners, and vendors.
Respond to ad hoc onsite technical issues affecting productivity, such as Internet access or copier issues, or coordinate with the Information Systems team as needed.
Conduct project-specific orientations and transitions for project staff.
Maintain an organized project filing system and coordinate document retrieval schedules.
Order supplies for project office needs.
Contribute ideas for continuous improvement and effectiveness of the Administrative Services team and share recommendations with the broader job family.
Assist with special projects and coordinate events.
Perform other assigned activities, duties, and responsibilities.