Administrative Assistant (Prefab Shop)

About RANDALL

RANDALL is a leading self-performing subcontractor serving Florida and the Southeast. A family-owned company, RANDALL has deep roots in the community and is perfectly positioned as an innovator in the industry. With over 600 employees and 35 years in operation, RANDALL is an established, reliable, and trusted partner. RANDALL’s services and products are delivered through our 100,000 sq. ft. fabrication facility, set on 25 acres in Central Florida.

Randall Prefabrication is currently seeking a top-tier Administrative Assistant to work in our Headquarters and Shop in Apopka, FL. We are excited about this important role and are determined to consider the best and brightest candidates who meet our requirements.

Position Summary

We are seeking a motivated and organized Administrative Assistant to support the growth and profitability of our emerging Business Unit. This position reports directly to the General Manager of the Prefabrication Division and assists the General Foreman with daily administrative tasks.

Essential Functions

• Provide comprehensive administrative support to the General Manager and General Foreman.
  
• Report deliverables to the General Manager and offer honest feedback.
  
• Foster a collaborative environment for creative idea exchange.
  
• Maintain strict adherence to policies and procedures to safeguard the business unit's interests and finances.
  
• Ensure reliable and highly organized execution of duties with a strong work ethic.
  
• Manage office supplies and resources (people, meetings, appointments, rooms, equipment).
  
• Maintain and organize documents and files.
  
• Prepare presentations, reports, spreadsheets, and other documents.
  
• Create capital job entries in Computer Ease and monitor approvals.
  
• Update job budgets and dates weekly.
  
• Submit billing to internal departments using A1A, 702 & 703 forms.
  
• Create vendor packets, proposals, insurance, and W-9 information.
  
• Apply purchase orders to phase codes and track their status.
  
• Input and adjust time in Paylocity daily.
  
• Document and log safety issues into the Portal.
  
• Assist in developing multiple marketing campaigns.
  
• Schedule shop tours, training, and Lunch & Learns.
  
• Track outstanding purchase orders for equipment, materials, and services.
  
• Manage document storage for warrantied equipment and labor reports.
  
• Arrange travel and submit expense reports for team members.
  
• Ensure adherence to corporate policies and procedures.
  
• Track labor hours for multiple jobs weekly and submit to Project Managers.
  
• Develop a systematic approach to track and document existing KPIs.
  
• Perform other duties assigned by management.
  

Desired Qualification Requirements

• High School Diploma required.
  
• Preferred: Associate or bachelor’s degree in business, Communication, Construction, Technical, Computer Management, or a related field.
  
• Minimum of 3 years in an administrative or clerical role within an Engineering, Construction Firm, or Public Utility is preferred.
  
• Experience with office supply management, scheduling resources, and document management.
  
• Advanced proficiency in Excel, Word, Outlook.
  
• Experience in filing, scheduling, budgeting/cost control, marketing, client relations, payroll, billing, and tracking software.
  
• Ability to prioritize tasks, manage time efficiently, and follow complex oral and written instructions.
  
• Willingness to complete ongoing training in timely basis
  
• Demonstrate dependability, flexibility, and teamwork.
  
• Ability to pass drug screen and reference check.
  
• Ability to follow verbal and written instructions.
  
• Ability to work flexible hours including weekends to meet customer requirements.
  
• Ability to adhere to, implement, and follow safety procedures at all times.
  
• Ability to work well with others.
  
• Strong organizational skills, a positive attitude, and an ability to learn quickly.
  

Physical Requirements

This is primarily an office position and, as such, you must be able to sit up to six or more hours in an eight-hour workday, lift light objects such as files and paperwork frequently during the day, and objects weighing up to 10 pounds occasionally during the day. You must also be able to bend, stretch, crouch, and lift as required by the job.

Our selection will be driven by the qualifications above as well as the ability to develop relationships with clients and co-workers to maximize your professional opportunities.

We seek dynamic individuals who are ignited by challenge and opportunity for personal and professional growth. Are you ready to take the next step in your career? We have long-term opportunities for hard-working people who want to join a winning team. RANDALL offers competitive compensation, health benefits, insurance, matching 401(k), and paid time off.

We look forward to reviewing your resume!

Randall is a drug free workplace.