Administrative Assistant

Description

SUMMARY

The Administrative Assistant will primarily focus on creating an electronic database from hard copy documents and construction plans utilizing scanning equipment and will also support the department with various programs and administrative functions within the department. This position will require extensive collaboration, execution, reporting and communication.

DUTIES AND RESPONSIBILITIES

1. Complete document scanning from existing paper copies (plans, permits, and contracts) to create a digital copy, update electronic scanning log & utilize electronic file storage.
2. Perform general office and assigned duties to support the construction department in a timely and professional manner.
   • Greet visitors and escort them to the appropriate meeting location.
   •  Coordinate IT, AV & F&B for applicable group meetings to include bringing lunches in from locations outside the stadium.
   • Create memorandums and/or correspondence.
   • Provide access to or deliver presentation materials (e.g. boards) for ownership or other parties.
   • Print and deliver large format documents to staff or other parties.
   • In-person reviews for iterations of presentation materials to achieve desired results.
   • Create hard copy files and file project documentation on site.
   • Coordinate, receive, unpack, store and replenish office supplies, e.g. paper for printers, scanning products, basic office supplies, etc.
   • Reset printers when issues arise
   • Answer phones, mail, and data entry.
   • Receive and distribute incoming mail and deliveries to department staff.
   • Package outgoing mail and express delivery materials, generate formal delivery documentation, and deliver to the appropriate locations.
3. Special projects and assignments as business dictates.
4. Responsible for the maintenance, creation and control of all personally identifiable information or any other information protected by any Confidentiality or Privacy Standards or Company Policies that you have access or knowledge of, including but not limited to any state or federal regulations including HIPAA.

SUPERVISORY RESPONSIBILITIES

• This position has no supervisory responsibilities

SKILLS AND QUALIFICATIONS

• Bachelor’s degree in Business Administration preferred
• Working knowledge of Word and Excel.
• Construction, Real Estate Development, and/or Architecture experience preferred.
• Resourceful, efficient, and able to work independently on multiple assignments.
• Organized and detail oriented.
• Strong interpersonal skills.
• Can consistently demonstrate confidentiality and discretion.
• Must have attention to detail and focused concentration.
• Must possess strong organizational skills, ability to multi-task and responsiveness.

PHYSICAL DEMANDS

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT 

• Normal work environment

CERTIFICATES, LICENSES, REGISTRATIONS

• None required

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.

This company is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

Qualifications