Intermech, Inc. JOBSITE ADMINISTRATIVE ASSISTANT

Intermech•Twin Falls, ID

2d•Onsite

About The Position

The Administrative Assistant will be responsible for assisting the Project Managers and Project Superintendents with information management support and time care entry and organization. The ideal candidate must perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers. He or she must be reliable, punctual, organized, and have demonstrated ability to juggle multiple priorities in a very busy office. The position is temporary until job is complete.

Requirements

High school diploma or GED required.
Must demonstrate integrity, honesty, professionalism, and appropriate concern regarding dissemination of sensitive and confidential information.
Must have the ability to make sound decisions and produce accurate and timely results in mind.
Must prioritize and organize work in a fast paced multi-task environment.
Must monitor and analyze data and solve problems on a tactical and strategic level.
Must build positive working relationships with multiple levels of employees, management, suppliers, and customers.
Must demonstrate commitment to company values.
Must have the demonstrated ability to effectively communicate in English, cooperate, and collaborate with multiple levels of customer, employees, unions, government agencies, vendors and suppliers, and other contractor organizations.

Nice To Haves

3 - 5 years working in an administrative job, supporting management.
Working knowledge of the construction industry, operations management, and safety practices a plus.
Working knowledge of federal, state, and city regulations and guidelines.
Business writing and reporting skills
Excellent organization, communication, customer service and interpersonal skills
Scheduling and time management skills
Strategic, analytical, and multi-tasking skills
Must demonstrate proficiency in Microsoft Office applications, (i.e. Outlook, Word and Excel).
Working knowledge of project and financial software a plus. (Trimble – Vista by Viewpoint)

Responsibilities

Answer telephones and give information to callers, take messages for appropriate individuals.
Create, maintain, and enter information into databases.
Use computers for various applications, such as database management or word processing.
Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
Review, correct and enter time sheets into database and payroll software.
Check new hire paperwork for field employees.
Assist project managers with tracking any lost time and project site shutdowns.
Process and distribute necessary reports internally and externally.
Maintain records of work reports, payroll, and other documentation; organized filing system.
Serve as liaison between field office and main office; project team and field personnel as needed.
Conserve time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Maintain confidentiality of company information.
Comply with I.S.O. 9000:2015 operations work instructions, contracts, safety program, and Company established policies and procedures.
Escalate critical and/or sensitive issues to the Division Manager with recommendation for resolution.
Perform additional assignments as required by the company or as directed by management.