Administrative Assistant - Perry, Florida

HENSEL PHELPS•Perry, FL

4d•Onsite

About The Position

Administrative assistants manage and distribute information within the regional office. This generally includes answering phones, taking memos, and maintaining files, including digitally. Hensel Phelps specializes in building development, construction and facility services in markets ranging from aviation to government, commercial, transportation, critical facilities, healthcare and transportation. Ranked #1 in aviation and #6 overall general contractor in 2024 by BD+C, Hensel Phelps is one of the largest employee-owned general contractors in the country. Driven to deliver EXCELLENCE in all we do and supported by our core values of Ownership, Integrity, Builder, Diversity and Community, Hensel Phelps brings our clients' visions to life with a comprehensive approach that begins with innovative planning and extends throughout the life of the property.

Requirements

Ability to read and comprehend simple instructions, short correspondence, and memos. This includes the ability to write simple correspondence.
Effectively presents information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Willingness to take direction and follow instructions. Requires the ability to carry out detailed but uninvolved written or oral instructions.
Ability to deal with problems involving a few concrete variables in standardized situations.
Willingly asks questions and implement new and more effective procedures to document control and management.
Works collaboratively with others and fosters a positive work environment related to teamwork.
Understands and meets quality standards.

Responsibilities

Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer. Prepares outgoing mail and correspondence, including e-mail and faxes.
Takes dictation in shorthand or by machine and transcribes notes on typewriter or computer or transcribes from voice recordings.
Composes routine correspondence.
Organizes and maintains operational file system and files correspondence and other records.
Answers and screens manager's telephone calls and arranges conference calls.
Coordinates manager's schedule and makes appointments.
Arranges and coordinates travel schedules and reservations.
Coordinates and arranges meetings, prepares agendas, reserves, and prepares facilities, and records and transcribes minutes of meetings.
Makes copies of correspondence or other printed materials.
Orders and maintains supplies and arranges for equipment maintenance.
Prepares source data for computer entry by compiling, processing customer and account source documents. This includes entering customer and account data.