Administrative Assistant supporting multiple leaders in the Communications, Marketing, and CSR division of a health care organization. Managing schedules, coordinating projects, and providing office support for executives.
About the role
- Field Administrative Assistant supporting the Project Manager with daily operations on construction projects. Responsible for administrative functions and coordination at project site in Milford, OH.
Responsibilities
- Organize operations and procedures.
- Maintain office equipment.
- Manage and supervise assigned administrative staff.
- Arrange housing for eligible employees.
- Oversee incoming/outgoing correspondences.
- Approve office supply orders.
- Maintain monthly project calendar.
- Provide onsite vehicles with clear registration numbers and insurance cards.
- Update organizational chart.
- Prepare owner required monthly reporting binders.
- Code and prepare monthly credit card statement for Project Manager.
- Upkeep subcontractors’ insurance/calendar for expiration dates.
- Maintain expense reports/per diem reports; coding, getting approval and forwarding to HR for processing.
- Review invoices and route for final approval.
- Maintain packing slips by scanning into Viewpoint to utilize when approving invoices.
- Summarize in-place quantities from the timesheets weekly into Viewpoint for cost report generation.
- Maintain Purchase Orders, Notice of Commencements, Notice of Furnishings.
- Maintain block schedule.
- Arrange monthly safety luncheons.
- Direct all personnel administration activities on project recruiting, new hire sign-up, employee orientation, etc.
- Maintain project employee list with correct current information.
- Prepare payroll sheets.
- Enter payroll time for craft/biweekly/weekly employees.
- Answer phones, take and forward messages, answer routine questions or follow through on routine requests.
- Type all documents; letters, reports, memos, lists, etc.
- Set up and maintain filing systems.
- Photo copy and scan documents.
- Schedule meetings per supervisor’s request, distribute agenda, etc.
- Open, date stamp, and log in mail.
- Maintain confidentiality on sensitive documents.
- Perform additional assignments per field supervisor’s direction.
Requirements
- Associates degree in Business Administration or similar field experience (preferred but not required)
- Any safety related training is a plus
- Previous exposure to construction, accounting and payroll functions is preferred
- Experience with Viewpoint and HeavyJob Software preferred
- Proficiency with computers, including Microsoft Windows, Word, Excel, PowerPoint, Outlook and SharePoint
- Excellent organizational skills and be a multi-tasker
- Dependable and professional
- Strong writing skills, including proofreading and editing of professional business correspondence
- Ability to communicate effectively with multiple team members and apply common sense understanding to carry out instructions furnished in written, oral or diagram form
- Able to prioritize and work on multiple tasks in fast paced, schedule driven environment
Benefits
- Health insurance
- Professional development opportunities
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Location requirements
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