Bilingual Administrative Assistant I

Baker Construction•Gainesville, FL

About The Position

The Administrative Assistant I provides clerical and administrative support to one or more managers or departments within Shared Services or a Region. The role performs its duties in a safe, productive, and effective manner and supports daily office operations, including general clerical work, document and invoice handling, communications, scheduling, and office supply needs. It may also support timekeeping, payroll, HR, travel coordination, meetings, and coworker recognition activities.

Requirements

High school diploma or equivalent, or two years of related experience.
Proficiency with Microsoft Word, Excel, Outlook, and PowerPoint.
Ability to write reports, business correspondence, and procedures.
Ability to listen to, read, and comprehend instructions, correspondence, and memos.
Strong written and verbal communication skills.
Ability to respond effectively to questions in one-on-one and small-group situations with coworkers and clients.
Ability to perform basic mathematical calculations and apply concepts such as fractions and percentages.
Strong customer service skills.
Willingness to work with others and be part of a team.
Good listening skills.
Ability to prioritize work and use strong organizational skills.
Ability to maintain confidentiality.
Ability to solve practical problems using existing processes and procedures.
Ability to interpret written, oral, diagrammatic, or scheduled instructions.
Ability to define problems, collect information, establish facts, and draw valid conclusions.

Responsibilities

Perform general clerical duties, including filing, mailing, faxing, photocopying, and typing.
Type correspondence and maintain hard-copy and electronic files.
Handle materials and documents professionally and discreetly.
Pull reports, bid bonds, preconstruction documents, and related materials.
Code and track invoices.
May assist with timekeeping, payroll, and/or HR functions.
May schedule appointments and update calendars for managers within the assigned area.
May assist with coordinating managers’ travel arrangements.
May set up and coordinate meetings and conferences.
Answer phones promptly and professionally.
May order and maintain office supplies for the assigned area, including kitchen and bathroom supplies.
May assist with coworker recognition and appreciation activities, such as ordering event tickets or flowers and sending cards.