What are the responsibilities and job description for the Administrative Assistant position at The Beaver Companies?
The Administrative Assistant is responsible for providing general office, secretarial, and clerical support to members of the company staff as required. This position works closely with project teams to support internal and external interests. This is a full-time position with benefits, including health insurance. The hours for this position are 8:00am - 5:00pm, Monday through Friday. This position has a daily dedicated schedule to front desk/phone coverage from 12:00pm - 5:00pm.
Main Job Tasks & Responsibilities
- Provides general administrative support as needed, assisting with clerical tasks or special projects
- Prepares and organizes bidding estimate sheets for upcoming projects
- Compiles scope books to support project documentation and bidding processes
- Saves and organizes certificates of insurance into appropriate folders for project documentation
- Compiles and distributes Monday Morning Meetings notes to the company to ensure timely communication
- Monitors and orders top-floor printer supplies as needed, maintaining proper inventory levels
- Distributes incoming mail to recipients on both the upstairs and downstairs floors
- Provides support and assistance to Contract Assistant as needed
- Performs tasks associated with Disadvantaged Business Enterprise (DBE) and Encouraging Diversity, Growth, and Equity (DBE/EDGE) Good Faith Efforts for Equal Employment Opportunity (EEO) compliance
- Provides daily phone coverage from 12:00 pm - 5:00 pm.
- Miscellaneous customer service, data entry, filing, scanning and clerical type functions as needed
- Other duties as assigned
Skills & Requirements
- Must be proficient in the use of Microsoft Office suite
- Excellent verbal and written communication skills
- Ability to multi-task, prioritize and organize
- Ability to work independently and be self-motivated
- Ability to be flexible
- Excellent analytical, reasoning and problem-solving skills
- Ability to maintain accurate and detailed records
- Ability to meet attendance requirements
Education & Experience
- High school diploma or equivalent required
- Previous administrative experience is a plus but not required
- Excellent organizational and time-management skills
- Strong communication skills
- Proficient in Microsoft Office Suite
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to handle and feel; reach with hands and arms; and communicate effectively. The employee is occasionally required to stand; walk; and stoop, kneel. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision.
Equal Opportunity
The Beaver Companies provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.