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Position Title: Administrative Assistant (Full-time)
Reports to: Project Managers
A. Summary
The aim of the Administrative Assistant is to assist the managers in clerical and organizational tasks, so they can give their full attention to the various projects they oversee.
B. Primary Duties and Responsibilities
Attend weekly meetings and take notes about progress on jobs, tasks assigned to meeting attendees, and concerns addressed
Keep a spreadsheet up to date that reflects profit and loss of the company for each job completed
Communicate with project managers to understand the full scope of upcoming projects
Prepare packets for Atlas Safe Rooms customers
Reserve equipment, hotel rooms, rental cars and/or flights for installers and construction crews
Determine and submit per diem weekly for people traveling
Create, plan and release customer orders using Intuitive as they come in
Monitor hours and approve timesheets for installers and shop workers
Calculate estimated credit card expenses weekly
Interpret data and create charts that reflect the reality of company progress and/or costs in both the manufacturing, installation, and construction processes
Enter credit and fuel card expenses into QuickBooks
Create digital customer folders and organize scanned files into proper folders
Enter inventory updates into a spreadsheet
Run projects monthly and update product cost for each job monthly
Renew content on TV screens with updated charts
Fill out and submit applications for different reimbursement programs
Perform other duties as assigned
C. Knowledge, Skills, and Abilities
Ability to collect and interpret data
Ability to communicate clearly
Ability to problem-solve
Must be proficient in Microsoft Office (especially Excel) and Google Apps
Must be organized and detail-oriented
Must be flexible, self-motivated, and reliable
Must be comfortable talking on the phone and sending emails
Must be a fast learner
D. Minimum Education and Experience Requirements
High School Diploma
Clerical Experience
Construction Experience, preferred
Familiar with Contract Language, preferred
E. Work Environment Requirements
Noise level in the work environment is moderate – ability to maintain production with background noise is a must
