Administrative Assistant Job at Brasfield & Gorrie, LLC in Miami

Responsibilities

Position Summary: The Administrative Assistant supports the Division Manager and General Superintendent with administrative needs.

Responsibilities and Essential Duties include the following (other duties may be assigned):

• Support leader(s) with administrative needs
• Assist in meetings, meeting notes and overall organization
• Assist with budget planning and monthly financial projections, if needed
• Responsible for division coordination of mobile devices
• Coordinate activities and provide reports for assigned client group(s)
• Update and distribute various directories and lists on a regular basis
• Maintain calendars and appointments for management
• Schedule meetings, reserve conference rooms/meeting locations, and set up room when necessary
• Arrange events and conferences including team building events
• Make travel arrangements as needed (airline, car rentals, hotel, etc.)
• Prepare expense reports
• Process invoices
• Greet guests in a professional, friendly, and hospitable manner
• Professionally answer all incoming calls and ensure calls are redirected accurately or requested information provided
• Manage office administrative duties, as needed
• Additional administrative duties, as needed
• Order breakfast, lunch, and other meals for meetings and events as needed
• Serve as onboarding representative for new hires (excluding field craft employees)
• Provide back-up coverage for receptionist duties when the receptionist is out or on lunch break
• Maintain organized systems, files, and workflows for efficiency and accessibility
• Proactively identify and implement process improvements with a forward-thinking mindset
• Demonstrate flexibility and willingness to grow with the division and company

Education - Skills - Knowledge - Qualifications & Experience

• Bachelor’s degree strongly preferred
• Minimum of two years of administrative experience or comparable experience
• Experience with a construction company preferred
• Proficient working knowledge of Microsoft Office applications (Word, Excel, Outlook, etc.)
• Experience working in Prolog and Salesforce preferred
• Must be customer service driven, self-motivated, organized, ethical, competitive, detail-oriented, and a team player
• Strong work ethic with a willingness to do what it takes to get the job done
• Detail oriented with the ability to recognize discrepancies
• Ability to work effectively in a team environment as well as independently
• Must thrive in a fast-paced work environment
• Demonstrated, excellent written and oral communication skills, including excellent phone etiquette
• Ability to maintain strict confidentiality at all times
• Ability to work and collaborate with a diverse group of people

The above description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all miscellaneous, incidental, or similar duties which may be required from day-to-day. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.