Administrative Assistant

Egan Company•Champlin, MN

1d•Onsite

About The Position

Egan Company is seeking a highly organized Administrative Assistant/Project Associate to support our Mechanical/Refrigeration team. In this role, you will act as a key operational partner, providing essential administrative and project support to ensure our team remains efficient and our projects run on schedule. If you are a proactive communicator who thrives in a collaborative, fast-paced construction environment, we would love to have you on the team.

Requirements

Minimum of 2 years’ experience in administrative or related office roles
High school diploma or equivalent required
Demonstrated reliability and ability to handle confidential information responsibly

Nice To Haves

Comfortable managing busy periods, shifting priorities, and working effectively as part of a team and independently
Proficient computer skills including Microsoft Office and/or Google Suite (Word, Excel and/or Google Docs, Google Sheets)
Excellent written and verbal communication skills
Ability to communicate effectively and partner with all levels of internal and external customers
Strong focus on providing exemplary customer service
Positive, upbeat attitude
Excellent time management skills and the ability to prioritize work
Strong sense of responsibility and attention to detail
Proactive & self-starter
Able to work independently and as part of a team
Strong work ethic, flexible, willingness to learn new things
Excellent problem-solving skills and creative mind with an ability to suggest improvements

Responsibilities

Provide administrative and project support to the Mechanical/Refrigeration group by assisting with various day-to-day tasks
Assist in scheduling meetings, pulling permits, and managing group and job documentation as needed
Support the team with clerical tasks such as filing, scanning, copying, mass printings and mailings, and faxing
Compose and edit letters, memos, reports, presentations and procedures
Create proposal letters, and panel schedules using Microsoft Word or Google Docs and subcontract agreements as needed
Complete pre-qualification reports for contractors
Handle education classes and training programs specific to the Mechanical/Refrigeration group, which includes but is not limited to; helping setup classes, submitting and tracking registrations for attendees
Assist with managing subcontractor document compliance
Print plans as requested by project managers, engineers and field leaders
Provide assistance with billing; may require working with Accounts Receivable/Billing to ensure all revenue is accurate
Assist in material purchasing and supply chain management
Credit card purchases of materials
Assist in getting RMAs from vendors and assist with material returns
Plan and coordinate group events - happy hour planning, food and beverage orders when requested
Schedule and coordinate group meetings
Manage filing system
Assist with travel arrangements, when needed
Monitor office supply levels and place orders to keep everything running smoothly
Perform additional duties and assignments as requested/needed