What are the responsibilities and job description for the Administrative Assistant position at VMJR Companies?
Job Description
VMJR Companies, a leading construction firm committed to integrity, quality, and innovation, is seeking a highly organized Administrative Assistant to join our team. If you excel at supporting daily operations, managing documentation, and ensuring smooth workflow with efficiency and attention to detail, we want to hear from you!
Position Overview:
The Administrative Assistant at VMJR Companies plays a vital role in supporting daily operations and ensuring seamless office and project coordination. This position is responsible for managing documentation, maintaining accurate records, assisting with communications, and providing administrative support to multiple departments.
Reporting to company leadership, the Administrative Assistant ensures adherence to company policies, assists in organizing project-related materials, and facilitates smooth communication between internal team and external partners.
This role requires exceptional attention to detail, strong organizations skill, and the ability to multitask in a fast-paced construction environment. The ideal candidate is proactive, highly efficient, and committed to maintaining accuracy and operational effectiveness.
Key Responsibilities:
- Type all types of documents including letters, reports, subcontracts, purchase orders, proposals, and notifications of change.
- Answer phones, take and forward messages. Follow through on calls when needed. Screen calls. Required to be pleasant, tactful and patient with difficult callers.
- Keep track of multiple email inboxes
- Open, date stamp, copy and distribute mail. Send out daily emails.
- Assist in maintaining the overall appearance of the office to keep a neat, professional appearance.
- Report situations and/or problems to the Office Operations Manager that may require supervisory attention.
- Office errands when required, including office mail pick up and drop off.
- Maintain and update company records, project files, and confidential documents
- Assist in processing and organizing contracts, invoices, and compliance documentation
- Ensure all paperwork is properly filed, tracked and easily accessible.
- Draft and distribute emails, memos, and other business communications
- Assist with project-related administrative tasks, including deadlines and documentation.
- Help maintain compliance with company policies and industry regulations.
- Provide backup support for other administrative roles as needed.
- Assist in company events, training sessions, and onboarding of new employees.
Qualifications:
- High school diploma or equivalent (required).
- Minimum of 2 years office/secretarial or clerical experience.
- Familiarity with construction or project-related administrative tasks is a plus.
- Ability to manage and organize digital and physical records efficiently.
- Familiarity with project management (Procore) is a plus.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and document management systems.
- Excellent typing skills.
- Excellent communication skills to coordinate with internal team and external partners.
- Strong organization and multitasking abilities.
- Detail-oriented with a proactive problem-solving mindset.
- Ability to work independently and collaboratively in a fast-paced construction environment.
- Ability to always maintain confidentiality of work items.
Job Type: Full-time
Pay: $16.50 - $25.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Schedule:
- 8 hour shift
Work Location: In person
Salary : $17 - $25
