Administrative Assistant - Project

Turner Construction Company•Memphis, TN

2d•Onsite

About The Position

The Administrative Assistant provides daily administrative support to a construction site project-based team in Memphis, Tennessee. The role handles office operations, project calendars and communications, travel arrangements, meeting coordination, document filing, supplies, and project staff support. The position works with some direction and oversight and collaborates with project staff, clients, vendors, Joint Venture Partners, and the Information Systems team as needed. Work is performed regularly in a construction site project-based office setting, with occasional work at other office locations or off-site venues.

Requirements

High school diploma or GED.
At least 1 year of relevant administrative assistant experience in construction or another related industry.
High degree of 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 follow-through on commitments.
Good judgment to solve problems, escalate issues, and request 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 administrative support to the construction site project-based team.
Process routine administrative items, including mail, overnight mailings, photocopying, filing, faxes, 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 and administer project-specific tools and materials, such as calendar programs, conference rooms, and parking or access cards.
Prepare written correspondence and project documents, including memos, emails, and presentations.
Create and maintain project organizational and seating charts.
Coordinate travel reservations, accommodations, itineraries, and agendas.
Organize and assist with project meetings; prepare agendas, schedules, and logistics; record, transcribe, and distribute meeting minutes.
Respond to general office inquiries and proactively escalate issues as appropriate.
Support company culture, values, and Diversity, Equity, and Inclusion activities.
Collaborate with the Project Manager to establish and maintain protocols for project site visitors.
Maintain professional interactions with owners, project team management, Joint Venture Partners, and vendors.
Respond to ad hoc onsite technical issues affecting work productivity or coordinate with the Information Systems team as needed.
Conduct project-specific orientation and transitions for project staff.
Maintain an organized project filing system and coordinate document retrieval schedules.
Order supplies for project office needs.
Suggest improvements to Administrative Services team effectiveness and share recommendations with the broader job family.
Assist with special projects and coordinate events.
Perform other assigned activities, duties, and responsibilities.