William A. Hazel, Inc., a total site development contractor for over 60 years, is looking for an Administrative Assistant. The individual in this position reports to the Vice President of Engineering and will assist the VP in their daily duties and provide office management for the Engineering Department.

Essential Functions

• Administrative/secretarial duties for the Vice President (VP) of Engineering.
• Assist various functions for the Engineering department staff, including typing letters, setting up meetings, typing proposals and change orders.
• Transfer proposals and change orders into the Accounting Software and Project Management Software.
• Setup and maintain filing system for VP of Engineering and Engineering Staff.
• Act as Engineering Department liaison as necessary. Such liaison may be required to arrange meetings, clarify and resolve problems, coordinate work, maintain working and public relationships.
• Coordinate and maintain the VP of Engineering’s calendar, schedule/confirm in house and customer meetings.
• Obtain signature of VP of Engineering on all contracts, agreements, reimbursements, invoices not job related, qualification statements, check requests not job related.
• Oversee and/or process day-to-day administrative duties to include, but not limited to; expense reports, supply requisitions, personnel transaction forms, data input, call for repair of various printers and copiers.
• Prepare special reports, studies, statistical analysis, etc. per request of the VP of Engineering. Such items would usually require research, development and/or interpretation of data and be performed with little supervision or instruction.
• Run weekly and monthly reports on proposal and contract statuses. Track proposals by Estimators and create and submit weekly and monthly reports to the VP of Engineering.
• Run all requested Dunn & Bradstreet reports. Keep records of reports run, for whom and how many units have been used or remain available.
• Track and maintain all Bid Bonds or Payment and Performance Bonds required.
• Order and maintain all supplies for the Engineering Department.
• Keep track of and code VP of Engineering and Chief Estimator’s credit card receipts.
• Arrange to have plans printed either internally or externally.
• Maintain files with various documents such as Business licenses, Association receipts, various Business codes, etc.
• Call and update supplier and subcontractor Certificates of Insurance.
• Answering VP of Engineering land line calls and general Engineering Department calls and directing them to the correct personnel.

Required Skills/Abilities

• Extremely proficient with Microsoft Office Suite and related program software.
• Excellent verbal and written communication skills.
• Working knowledge of business procedures.
• Basic math skills.
• Ability to deal with problems involving concrete variables in standardized situations.
• Ability to apply commonsense understanding to carry out instructions given in written, oral, or diagram form.

Education and Experience

• High School Diploma. Minimum 2 years secretarial and administrative experience with research responsibilities.

Benefits

• Paid time off, health, dental, life and disability insurance.
• Education assistance
• 401k/matching

William A. Hazel, Inc. is an equal opportunity employer.

We do not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, genetic information or any other characteristics protected by law.