Administrative Assistant

Reports To

CEO & Office Manager

Job Overview
Provide support to all Clifton Construction staff and office visitors by handling a variety of tasks to ensure that all interactions between the organization and others are positive and productive. Handling office tasks with a polite and professional tone via phone, mail, email, and in-person interactions. Prepared and responsive willing to meet each challenge directly. Comfortable with computers, general office tasks and excel at both verbal and written communication. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Responsibilities and Essential Functions

• Draft owner contracts, subcontracts, and change orders in AIA.
• Conduct monthly reporting (owner emails, procore tracking, etc.)
• Attend essential meetings and take minutes and/or notes when necessary.
• Coordinate and plan quarterly events for the company.
• Compile weekly schedules for labor and carpentry crew as well as conduct reviews with HR on a semi-annual basis.
• Communicate with recruiters when needed for positions we are hiring for along with keeping up with job posts, reviewing resumes, completing initial phone screenings, and scheduling interviews.
• Review of monthly statements and track statistics in excel.
• Serve as the primary contact for the company’s outside marketing agency. This will include miscellaneous projects, scheduling video, and other duties as new projects come to light.
• Manage website and social media to portray the vision of Clifton Construction and gain new business.
• Coordinate and keep track of safety audit information.
• Coordinate and schedule job photos to be taken with professional photographer. When photos are returned, you will save them to the internal drive. In addition, you will ensure that Project Managers have completed write-ups and that new projects are added to the appropriate outlets (website, booklet, etc.)
• Put together programs to determine how subs, owners, and vendors view Clifton Construction.
• Advancing and cultivating company culture in order to retain employees.
• Identify, understand, and adopt relevant best practices to advance over the competition.
• Assist with annual state licensing paperwork and documentation.
• Miscellaneous duties as assigned.

Qualifications

• Previous experience in the office management field, preferred experience in construction or related field.
• Proficient in using accounting software, and Microsoft
• Communicate using the following tools: cell phone, email.
• Endurance and ability to visit job sites, including stairs or other elevated structures. While performing the duties of this job, the employee is regularly required to stand and walk; climb or balance; stoop, kneel, crouch or crawl, and must be able to lift and/or more up to 50 pounds.
• More than 40 hours per week may be required to meet deadlines.
• Able to travel to jobsite as needed.
• Marketing experience is a preferred.

Competency

• Attention to Communication: The ability to ensure that information is passed on to others who should be kept informed. Keeps his/her manager informed about progress and problems; avoid surprises. Ensures that regular, consistent communication takes place. Ensures that others involved in a project or effort are kept informed about developments and plans. Ensures that important information from her/her management is shared with his/her employees and others as appropriate. Uses multiple channels or means to communicate important messages.
• Analytical Thinking: The ability to tackle a problem by using a logical, systematic sequential approach. Makes a systematic comparison of two or more alternatives. Notice discrepancies and inconsistencies in available information. Approaches a complex task or problem by breaking it down into its component parts and considering each part in detail. Carefully weighs the priority of things to be done.
• Initiative: Identifying what needs to be done and doing it before being asked or before the situation requires it. Identify what needs to be done and takes action before being asked or the situation requires it. Does more than what is normally required in a situation.
• Thoroughness: Ensuring that one’s own and others’ work and information are complete and accurate; carefully preparing for meetings and presentations; following up with others to ensure that agreements and commitments have been fulfilled. Monitors the quality of work. Check the accuracy of your own and others’ work.
• Self Confidence: Faith in one’s own ideas and capability to be successful; willingness to take an independent position in the face of opposition. Is confident of own ability to accomplish goals. Approaches challenging tasks with a “can-do” attitude.

Clifton Construction Core Competency:

• Providing Motivational Support: the ability to enhance other’s commitment to their work. Recognizes and rewards people for their achievements. Expresses pride in the group and encourages people to feel good about their accomplishment. Signals own commitment to a process by being personally present and involved at key events. Identifies and promptly tackles morale problems. Gives talks or presentations that energize groups.
• Fostering Teamwork: As a team member, the ability and desire to work cooperatively with others on a team. As a team leader, the ability to demonstrate interest, skill, and success in getting groups to learn to work together. Behavior for team member: Is open with other team member about his/her concerns. Expresses disagreement constructively. Provide assistance to others when they need it. Works for solutions that all team members can support. Shares his/her expertise with others. Seeks opportunities to work on teams to develop experience and knowledge. Behavior for team leaders: Enlists the active participation of everyone. Ensures that all team members are treated fairly. Recognizes and encourages the behaviors that contribute to teamwork.
• Managing Change: The ability to demonstrate support for innovation and for organizational changes needed to improve the organization’s effectiveness; initiating, sponsoring, and implementing organizational change; helping others to successfully manage organizational change. Personally develops a new method or approach. Develops better, faster, or less expensive ways to do things. Works cooperatively with others to produce innovative solutions.
• Building Collaborative Relationships: the ability to develop, maintain, and strengthen partnerships with others inside or outside the organization who can provide information assistance and support. Shows an interest in what others have to say; acknowledges their perspective and ideas. Recognizes the business concerns and perspectives of others. Expresses gratitude and appreciation to others who have provided information, assistance or support. Takes time to get to know coworkers, to build rapport and establish a common bond. Provide assistance, information, and support to others to build a basis for future reciprocity.
• Diagnostic Information Gathering: The ability to identify the information needed to clarify a situation, seek that information from appropriate sources, and use skillful questioning to draw out the information, when others are reluctant to disclose it. Identifies the specific information needed to clarify a situation or to make a decision. Gets more complete and accurate information by checking multiple sources. Probes skillfully to get at the facts when others are reluctant to provide full, detailed information. Questions others to assess whether they have thought through a plan of action. Questions others to assess their confidence in solving a problem or tackling a situation. Seek the perspective of everyone involved in a situation.
• Integrity: Demonstrated concern that one be perceived as responsible, reliable, and trustworthy. Does what he/she commits to doing. Respects the confidentiality of information or concerns shared by others. Is honest and forthright with people. Takes responsibility for own mistakes; does not blame others.

Only resumes submitted via really will be accepted. Please refrain from calling or visiting our offices, should we feel that you are a good fit for the position we will call you to discuss further. Thank you!

Job Type: Full-time

Pay: $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• Do you have any administrative experience in any field of construction/trade?

Education:

• Associate (Preferred)

Experience:

• Administrative: 3 years (Required)

Work Location: In person

Salary : $55,000