What are the responsibilities and job description for the Administrative Assistant position at Staffing Support Specialists?
Job Title: Administrative Assistant
Salary: DOE
Shift: 1st Shift 8:00am – 4:30pm M-F
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 organization, 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.
Job Responsibilities:
Qualifications / Requirements:
Physical Requirements:
We are committed to a policy of equal opportunity for all employees. We seek to match you with opportunities that best match your skills and needs, and it is our policy to administer these activities in a manner which does not discriminate against or give preference to any person because of race, color, religion, age, sex, national origin, disability, ancestry, sexual orientation, military service, marital status, arrest or conviction record, or any other discriminatory basis prohibited by state or federal law. All employees are required to have a proof of identity and authorization to work.
Salary: DOE
Shift: 1st Shift 8:00am – 4:30pm M-F
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 organization, 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.
Job 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 in and 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.
Qualifications / Requirements:
- 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
- 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
Physical Requirements:
| Level of Physical Demand | |||
| Occasional | Frequent | Consistent | |
| Physical Activity | 0-33% of the time | 34-66% of the time | 67-100% of the time |
| Sitting | X | ||
| Standing | X | ||
| Walking | X | ||
| Lifting | 1-25 pounds | ||
| Carrying | 1-25 pounds | ||
| Pushing | X | ||
| Twisting | X | ||
| Reaching | X | ||
| Stooping | X | ||
| Crouching | X | ||
| Manipulating (Fine Motor Skills) | X | ||
| Extreme Temps | X | ||
| Exposure to Cleaning Supplies | x |
We are committed to a policy of equal opportunity for all employees. We seek to match you with opportunities that best match your skills and needs, and it is our policy to administer these activities in a manner which does not discriminate against or give preference to any person because of race, color, religion, age, sex, national origin, disability, ancestry, sexual orientation, military service, marital status, arrest or conviction record, or any other discriminatory basis prohibited by state or federal law. All employees are required to have a proof of identity and authorization to work.
