Administrative Assistant

Job Title:
Administrative Assistant



Department:
Traffic Solutions



Job Summary:



This position will support the Traffic Solutions organizational unit with office clerical and administrative support including assisting staff in communicating with vendors and clients, obtaining bids from subcontractors, placing change orders, processing service agreements, subcontract agreements, and invoicing. The Administrative Assistant may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials. This position must have amazing organizational, computer, communication, and time management skills.



Supervisory Responsibilities:




(None)




Duties/Responsibilities:




Provide administrative support to the office manager, project manager, general contractor, and other construction management staff


Answer incoming phone calls and respond to emails in a professional way


Act as a point of contact for vendors, subcontractors, and various construction services teams and solicit quotes from them for new jobs


Prepare forms such as change orders, purchase orders, service agreements, and subcontracts


Execute clerical and general office duties such as setting up filing systems, data entry, typing, copying, ordering office supplies, and other administrative tasks for special projects as requested


Coordinate meeting logistics and deliverables such as handouts, and make travel arrangements for the project management team


Handles requests for information or data


Prepare, expedite, and monitor logs for tracking shop drawings, contract documents, submittals, requests for information, change orders, material delivery logs, and other logs as determined necessary for a successful project


Closeout and upload work orders and other documents into the computerized maintenance management system


Maintain files specific to each project and customer




Required Skills/Abilities:




Proficient in written and oral communication skills according to skill requirements


Possess strong computer skills, able to read, write, and comprehend written instructional documents


Ability to function well in a high-paced and at times stressful environment


Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals


Ability to compute rate, ratio, and percent and to draw and interpret bar graphs


Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume




Ability to apply concepts of introductory algebra and geometry


Proficient Microsoft Office productivity suite


Highly organized




Education and Experience:




High school diploma or equivalent


At least four (2) years of related experience required




Physical Requirements:




Prolonged periods of sitting at a desk and working on a computer


Occasional periods of prolonged exposure to loud noises


Ability to lift up to 50 pounds at times


Ability to stand, walk, and reach with arms and hands as necessary


Ability to hear and see to position and safety requirement levels


Occasional exposure to elements such as heat, cold, noise, dust, dirt, and chemicals


Must be fluent in Spanish




Special Qualifications/Requirements:




Must be able to successfully pass, as required, a federal, state, or local government's background investigation


Valid state driver's license


Knowledge of OSHA safety regulations and PPE procedures preferably




Disclaimer:



The duties and responsibilities described are not a comprehensive list, and that additional tasks may be assigned to the employee from time to time, or the scope of the job may change as necessitated by business demands.


Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities


The contractor will not discharge or, in any other manner, discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)


Job Description last updated June 2, 2022


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