Administrative Assistant

Job Title

Administrative Staff Assistant

Job Summary

The Administrative Staff Assistant will be responsible for assisting the VP of Operations with confidential and time-sensitive material. The ideal candidate will perform routine clerical and administrative functions that will include providing support to office personnel and field employees through a variety of tasks related to organization, file maintenance, and communication. He or she must be reliable, punctual, organized, and have demonstrated the ability to juggle multiple priorities in a busy office setting.

Essential Duties & Responsibilities

Essential duties and responsibilities include, but are not limited to, performing the following regularly or as a backup:

• Answer multi-line telephone system
• Greet visitors or callers and handle their inquiries and/or direct them to the appropriate persons according to their needs
• Operate office equipment, such as fax machines, copiers, scanners, etc. and arrange for repairs when equipment malfunctions
• Purchase and maintain materials, supplies, or equipment
• Create and maintain purchase orders as well as subcontract numbers, including processing change orders as needed
• Issuance of job numbers
• Apply for and obtain necessary building permits for projects
• Coordinate bid requests, including working in Procore, Building Connected, Isqft, etc.
• Prepare and assist in the distribution of regularly scheduled reports, internally and externally
• Serve as liaison between field office, main office, project team, and field personnel as needed.
• Maintain confidentiality of company information.
• Comply with I.S.O. 9000:2015 operations work instructions, contracts, safety program, and Company established policies and procedures.
• Escalate critical and/or sensitive issues to the VP of Operations
• Perform additional assignments as required by the company or as directed by management.

Qualifications

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PREFERRED EDUCATION and/or EXPERIENCE

• 5 - 10 years' experience preferred
• High school diploma or GED required
• Bachelor's Degree or currently pursuing preferred
• Working knowledge of the construction industry, operations management, and safety practices a plus
• Working knowledge of federal, state, and city regulations and guidelines
• Knowledge of COINS is preferred but not required

PREFERRED SKILLS and ABILITIES

The preferred list below is representative and is only a summary of the typical functions of the offered position and is not an exhaustive or comprehensive list.

• Construction administration experience is a plus
• Excellent organizational, communication, customer service and interpersonal skills
• Strategic, analytical, scheduling, time-management, and multi-tasking skills

COMPUTER SKILLS

• Must demonstrate proficiency in Microsoft Office applications (i.e. Outlook, Word and Excel)
• Working knowledge of project and financial software a plus.

REQUIRED ATTRIBUTES

• Must demonstrate integrity, honesty, professionalism, and appropriate concern regarding dissemination of sensitive and confidential information.
• Must have the ability to make sound decisions and produce accurate and timely results in mind.
• Must prioritize and organize work in a fast paced multi-task environment.
• Must monitor and analyze data and solve problems on a tactical and strategic level.
• Must build positive working relationships with multiple levels of employees, management, suppliers, and customers.
• Must demonstrate commitment to company values.
• Must demonstrate an ability to work well with others

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Notice to Prospective Employees

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR's normal application process it is probably fraudulent.