Office Admin Duties
o Answer telephone calls and emails from customers and clients and direct them to relevant staff
o Monitor office supplies and order new stationery, office snacks, electronics, safety equipment, etc. as required
o Point person for maintenance, mailing, shipping, supplies and errands
o Organize and schedule meetings and appointments for owner and management
o Participate actively in the planning and execution of company events
o Set up and handle software such as Smartsheet, Google Workplace, Nest, GroupMe, Microsoft Office. Reach out to tech support when needed
o DMV paperwork for company vehicles
o Order items for managers as needed, this can include researching suppliers for pricing/ service
o Plan and coordinate food delivery for field lunches
o Schedule service appointments for company vehicles
o Set up internet accounts and maintain company devices and call for any technical support or to schedule service appointments
o Coordinate collection of timecards from field employees and assist with entry and payroll
o Arrange any outside maintenance for the office such as driveway sealing and snow removal
Project Manager Assistant Duties
o Make binders for jobs including items like permitting, scope of work, specifications, etc.
o Pull permits with the county, pay permit fees, assemble necessary paperwork. Reach out to other government agencies such as sewer, water, fire
o Prep for and organize agenda for project manager meetings
o Schedule job site deliveries for items like porta potties, portable sinks, trailers, etc
o Assist the maintenance foreman in researching and ordering door hardware, appliances, light fixtures, etc
o Manage subcontractor insurance requirements
o Manage closeout process of projects including assembling closeout binders and manuals, arranging final pick up of job site trailers and toilets, and final sign off with the county
o Create and send documents in Docusign
Qualifications and Skills
o High attention to detail
o Ability to multi-task
o Highly organized and self-sufficient
o Computer proficiency including Microsoft office (strong Excel skills)
o Customer service/ vendor relationship skills
o Ability to maintain professional integrity and confidentiality of organizational information
Requirements
o High School diploma, GED or equivalent required
o Previous administrative assistant, secretary or office management experience preferred
o Experience using software such as Quickbooks, Google Workplace, Dropbox, Microsoft Office preferred
o Construction knowledge a plus
The duties and responsibilities described are not comprehensive and additional tasks may be assigned as needed.
