What are the responsibilities and job description for the Administrative Assistant position at COST of Wisconsin, Inc.?
Summary
The Administrative Assistant provides administrative support at the front desk, as well as to office, shop, field, and executive teams. As the face of the organizations, this role ensures visitors and deliveries are handled promptly and professionally. The administrative assistant assists as needed in functional areas such as HR, accounting, travel coordination, safety, etc. This nonexempt role is performed efficiently, safely, and with a strong customer focus.
COST is a theme construction company that fabricates and manufactures custom creative projects for museums, theme and water parks, aquariums, zoological exhibits, and other unique clients. Check out our work on our website!
Schedule: M - F 8:00am - 4:30pm. Overtime may be necessary on occasion to assist with project needs, but is not typical of weekly schedule.
Highlights of Essential Duties and Responsibilities
- Perform front desk and reception duties including answering a multiline telephone, fielding and responding to incoming calls, screening and welcoming visitors, and managing deliveries.
- Professionally handle confidential information, resolve conflicts and emergencies as they occur.
- Maintain common areas such as lobby, conference rooms, and break room.
- Open, sort, distribute, receive, and prepare mailings.
- Support onsite and field teams by providing a variety of administrative support services, including conducting phone interviews with employment candidates and setting up jobs in the computer.
- Provide administrative assistance to the safety department, e.g., create and distribute certificate cards, etc.
- Make, track, and adjust travel arrangements for field and other employees, as appropriate.
- Assist accounts payable by scanning and entering invoices; update and share shop/field staffing schedules, etc.
- Manage company vehicle data entry, reminders, and reports; manage and distribute fuel receipts.
- Receive and in maintain certificates of insurance, receive , maintain, and distribute lien waivers.
- Manage office, clothing, and other supply inventories.
- Distribute change orders, invoices, subcontracts, etc. as needed.
- Assist with special projects including data entry, correspondence initiation, etc.
- Coordinate catering orders; assist with employee event planning and execution.
Knowledge, Education, and Experience
- High school diploma
- Highly preferred: associate’s degree in office administration, HR, accounting, or a related field
- Strong knowledge of Microsoft Office applications, including Excel, Outlook, and Word; tech savvy
- Preferred: Notary public or the ability to become one
- 2 years of experience including administrative assistance and reception
- Preferred: Experience using construction and ERP applications such as ProCore and Jonas
- Combined experience and education will be considered
Skills and Abilities
- Must demonstrate COST’s Core Competencies
- Flexible, positive, and able to pivot and multitask due to changing needs and deadlines
- Strong organizational, prioritization, customer service, and initiative skills
- Detail oriented with a strong commitment to accuracy
- Strong time management skills; resourceful and able to solve problems
- Strong interpersonal skills to work with internal and external stakeholders at all levels
- Excellent communication skills, including listening, verbal, presentation, and written
Benefits
- Paid time off
- Birthday paid time off
- 8 paid holidays
- Company paid basic life insurance
- Medical insurance
- Voluntary insurance: dental, short term disability, term life, critical illness, accident, and hospital indemnity insurance
- 401k
- Quarterly variable pay bonus
Physical Requirements
- Will walk, climb, stoop, kneel, crouch or crawl, reach above shoulders, and move from place to place.
- Regularly required to talk and listen; frequent sitting and use of hands to handle, type, or feel.
- Close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus are needed.
- Must lift 25 lbs. from floor to waist, from waist to chest, and at chest to above head.
Work Environment
- Standard office environment with standard office equipment; low to moderate noise
- Some interaction with the shop/warehouse environment
The above statements reflect the general details necessary to describe the principle functions of the occupation and shall not be construed as a detailed description of all the work that may be inherent in the occupation. COST of Wisconsin, Inc. is an equal employment opportunity workplace.
