Turner Construction Company is hiring: Administrative Assistant in Huntsville

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Division: Huntsville Main
Project Location: Huntsville, AL 35802 USA
Job Type: Regular
Job Classification: Experienced
Compensation: Salaried Non-Exempt

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 and and.
• 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).
• 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, elevate 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 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 is regularly required to lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Work Environment

The work environment is typically an office or remote setting. The employee may occasionally work at construction sites where environmental conditions such as weather, noise, and physical hazards are encountered.

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.