Administrative Assistant Job at The Whiting-Turner Contracting Company in Phoeni

Overview

OFFICE ADMINISTRATIVE ASSISTANT

In this role, candidates would be seen as the first point of contact for the company and supports the office personnel as both a resource and leader. Demonstrate skills in management practices, administrative processes, and procedures, including strong leadership, organizational, prioritizing, and problem-solving skills while making it a priority to work harmoniously with individuals while maintaining a commitment of professionalism.

Responsibilities

• Work independently and organize complex clerical tasks
• Ability to be flexible and adaptable in a variety of situations
• Meet strict timelines and perform multiple tasks
• Cost consciousness
• Welcome all visitors by greeting them, in person or on the phone
• Communicating in a positive and effective manner with staff, vendors, subcontractors, and visitors
• Answer phone calls and transfer them appropriately, check the office voicemail and fax inbox
• Distribute all incoming mail/packages and prepare all outgoing mail
• Maintain the conference room calendar
• Ensure that common areas are organized and operational, front desk area, conference rooms, and kitchen area
• Keep office supplies stocked - taking inventory/ordering supplies, order toner for office printers and send empty toner out to be recycled
• Maintain various informational lists within the office
• Various data entry as needed
• Upload Owner Contracts for the region
• Manages, schedules, and arranges meetings and travel for office employees
• Spearheads special projects for the staff within budget by organizing and coordinating information and requirements; planning, arranging, and meeting deadlines
• Builds and maintains strong internal and external relationships
• Develops and maintains procedure guidelines for areas of responsibility
• Manages training and development for team including but not limited to, ensuring compliance with company standards and procedures
• Collaborates with regional administrative assistants to increase efficiency, productivity, and time management & cost consciousness
• Maintain a high level of confidentiality and commitment of professionalism
• Communicate clearly and concisely in both written and oral form
• Performing other duties assigned

Qualifications

• Administrativ e skills including managing communications, scheduling, and records
• Strong leadership, organizational, prioritizing, and problem-solving skills
• Ability to work harmoniously with others and maintain professionalism
• Excellent written and verbal communication
• Confidentiality and discretion