Administrative Assistant

Position Description:
Perform daily administrative tasks and provide administrative services to office departments and/or business unit.

Essential Duties & Key Responsibilities:

• Apply
  critical thinking and problem-solving skills to daily activities and keep
  executive apprised of office operations,
  related issues, and/or
  changes as appropriate
• Maintain
  appropriate confidentiality in all matters and communicate appropriate
  level of information to preserve security
  and escalate concerns
  to senior management and leadership.
• Serve as coordinator for office functions, including meetings and events.
• Complete items requiring executive electronic signature, use only with
  documented authorization.
• Maintain Notary Public commission (as required) this one
  is important, as Sabrina currently holds the only notary in our office.
• Engage
  in partnerships with building/facilities manager for day-to-day facilities
  management (e.g., repairs, HVAC,
  janitorial,
  housekeeping services, lighting) and provide appropriate level of access for
  vendors/technicians to perform duties while
  preserving security of office and staff.
• Understand service level agreements with vendors and service technicians for
  related office services and equipment repairs and
  servicing and engage with local office management and/or Information Systems
  (IS) team for office related technology support.
• Maintain
  office and kitchen supplies and ensure commons spaces, including meeting
  and conference rooms, are maintained daily to a high standard.

• Provide professional customer service and positive interactions while processing day-to-day administrative items and supporting local business unit staff.
  
• Perform administrative services including processing mail, overnight mailings, photocopying, filing, sending faxes, phone list updates, invoices, and order supplies and stationery (e.g., letterhead, business cards, envelopes).
  
• Daily management of department head/manager's calendar, meeting schedule, and contacts.
  
• Edit and assemble documents and reports for department head/manager.
  
• Assist with general office inquiries from staff, owners, and others; provide proactive escalation as appropriate.
  
• Create and maintain organizational and seating charts for office.
  
• Understand contract and bonding process and escalation procedures.
  
• Organize and provide assistance during meetings as requested; record, transcribe, and distribute meeting minutes.
  
• Maintain knowledge of business unit/headquarters' historical information (e.g., use of vendors, event sponsorships, industry memberships/activities, client, and staff events) to support managerial related decision-making.
  
• Arrange travel reservations, business accommodations, prepare itineraries and agendas.
  
• Process department head/manager's expense reports.
  
• Maintain organized filing systems and coordinate document retrieval schedules.
  
• Embrace company culture, values, and diversity, equity, and inclusion Diversity, Equity, and Inclusion (DE&I) activities across company.
  
• Order supplies to support office needs.
  
• Provide team support and relief of others' job duties during times of need (e.g., lunch, breaks, illness, vacation).
  
• Contribute ideas for continuous improvement and effectiveness of team within business unit/headquarters and share recommendations with overall job family.
  
• Assist with special projects and coordinate events.
  
• Other activities, duties, and responsibilities assigned.

Qualifications:

• High School Diploma or GED and minimum of 5 years of relevant administrative assistant experience in construction, or other related industry, required
  
• College degree and/or relevant administrative skills certification, a plus
  
• Construction or other service industry experience, a plus
  
• High degree of detail, accuracy, and organizational skills
  
• Maintain confidential information
  
• Work independently with some oversight and as part of team
  
• Approachable, proactive, positive, and professional attitude
  
• Professional verbal communication and written business communication skills
  
• Able to conduct research and effectively proofread
  
• Exhibit active listening skills and follow through on commitments
  
• Good judgment to solve problems, escalate issues, and request prioritization of responsibilities
  
• Computer and data entry skills, Microsoft suite of applications, collaborative meeting platforms, and general office equipment
  
• Commissioned Notary Public, a plus

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle, or feel objects, tools, or controls; and reach with hands, talk, and hear. The employee frequently views a computer monitor and frequently uses a computer keyboard. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus. The employee is regularly required to be mobile, and the employee occasionally travels both short and long distances via a variety of conveyances. The employee occasionally performs work on-site at construction work sites, office locations, and/or off-site venues. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in an office or remote setting. The noise in the work environment is usually quiet to moderate in an office setting. While performing the duties of this job, the employee may occasionally work at construction work sites where the employee is exposed to moving mechanical parts, high precarious places, fumes, or airborne particles, outside weather conditions, and risk of electrical shock. The noise in the work environment is usually moderate to loud. The employee is required to work in compliance with company safety policies, procedures, and applicable laws.

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Turner is an Equal Opportunity Employer - race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or other characteristics protected by applicable law.