Administrative Assistant

Purpose

An administrative assistant supports the general administrative functions and is the first contact person for vendors, clients, subcontractors, and employees. He/she maintains office tasks by organizing office operations and procedures, submittal coordination, reviews and approves supply requisitions, assigns, and monitors clerical functions, maintains office equipment. The ultimate purpose is to promote the Administrative Assistant within our company, and this is not something we just “say” - the last person in the position was promoted to the Office Manager and is now a Project Manager.

Expectations

1. Be Proactive. Learn about the entire process of our industry. Anticipate and deliver before asked.
2. Be good to your teammates, vendors, subcontractors, and clients.
3. Be vigilant. If you don’t know something – say something.
4. Meet and preferably exceed weekly/monthly/quarterly/annual goals.
5. Participate, innovate, initiate measures with your team.
6. Work independently as well as part of a team.

Responsibilities

• Distributing calls and mail through the office.
• Coordinating submittals for Project
• Coordinating vendors for office (IT, cleaning, etc)
• Collecting product data/LEED, care & maintenance, and manufacturer warranties for submission of closeout document of every Project
• Coordinating monthly, quarterly, and annual company events.
• Coordinating travel and training for all staff.
• Ordering and maintaining adequate office supplies for both the main office and the warehouse.
• Processing new subcontractor applications, coordinating their meeting with director of operations, collecting, and verifying their certificate of insurance.
• Obtaining proper certificate of insurance for Abbey and submitting it to the client
• Maintaining company vehicle list and completion of registration renewals.
• Maintaining E- Z pass for all company vehicles.

Measures of Success

• Meeting assigned KPIs.
• Timely completion of all clerical tasks.
• Quarterly priorities are completed.

Qualifications

• Preferred: Minimum 5 years of administration experience.
• Required: Experience with Microsoft programs.
• Required: He/she must be a team player, must communicate clearly and often, be able to multi-task, and is hyper organized. They are enthusiastic, energetic, detail oriented, problem solver, and a hardworking individual.
• Required: Knowledge of commonly used concepts, practices, and procedures within an office environment.
• Required: Pass pre-hire Background Check and drug screening.

Promises

• We will make sure you succeed if you put forth the effort and live our values.
• If you want to get trained in ANY facet of the business (sales, estimating, finance, field management, etc) we will train you and put you on that career path.
• We commit to promotion within the company to Office Manager and will provide opportunity for your growth as suitable positions matching your experience and/or desire become available.