Administrative Assistant

Job Description

We are seeking a dedicated Administrative Assistant to join our team. This role involves a variety of administrative duties to support our operations, with a focus on maintaining accurate records and ensuring timely submission of reports and documents.

Responsibilities

• Create weekly reports and manage reporting submittals and close-outs.
• Update submittal logs weekly with details such as authority, job name and number, and relevant contractor information.
• Scan and file Test Certificates and other important documents in the appropriate locations.
• Perform daily filing functions, including filing permits and submittals by job.
• Organize closed-out job files and ensure filing cabinets remain neat and organized.
• Copy, scan, save, and file received permits accurately.
• Complete and send Test Certificates and Hydraulic Plates daily, recording completions in the design log.
• Prepare packages for UPS delivery, ensuring timely and accurate shipment of materials.
• Communicate with designers and contractors to determine submittal format preferences and prepare materials for shipment.
• Perform document revisions and resubmittals as needed, following established procedures.
• Create and update Operations & Maintenance Manuals and track progress in the Close-Out Progress Report.
• Prepare and organize binders for Blueprint Room functions.
• Ensure proper operation of blueprint machines, including loading paper and replacing ink.
• Handle heavy blueprints and equipment safely, requiring the ability to lift up to 50 lbs.
• Travel to job sites as necessary, adhering to all safety guidelines.

Essential Skills

• 2+ years of administrative experience.
• High school diploma or GED.
• Excellent organizational skills and attention to detail.
• Ability to work independently and as part of a team.
• Strong written and verbal communication skills.
• Ability to perform basic business mathematical functions.
• Experience in construction or mechanical operations is advantageous.
• Knowledge of fire sprinkler systems is a plus.
• Ability to build positive working relationships with various stakeholders.
• Demonstrates integrity, professionalism, and commitment to company values.

Additional Skills & Qualifications

• Experience with contracts, managing records, and reviewing drawings.
• Comfortable working in the construction industry.
• Thick skin to handle diverse personalities and high-pressure situations.

Work Environment

This role is based in the office, working closely with a dynamic team. The department is fast-paced, with frequent interactions with various personalities and customer/vendor types. It requires resilience and a proactive approach to problem-solving in a challenging but rewarding environment.