Administrative assistants typically handle a wide range of organizational, communication, and coordination tasks that keep an office running smoothly. The core duties have been separated into several major categories, each supporting daily operations and helping the ECOM team stay efficient.
Core Administrative Responsibilities
- Manage and distribute information across teams, including emails, documents, and internal communications.
- Handle requests and queries from managers, staff, clients, and partners, often acting as the first point of contact.
- Maintain and organize project filing both digital and physical, ensuring records are organized and accessible.
- Permits, Applications, Contracts, RFI’s and Change Orders
Scheduling & Coordination
- Organize and schedule appointments, using office software to manage calendars and avoid conflicts.
- Management Calendars
- Site Visits
- Office Meetings
- Inspections
- Plan meetings, prepare agendas if required
- Coordination with Vendors, Subcontractors & Team
Communication & Front-Office Support
- Answer and route phone calls, greet visitors, and manage front-desk interactions.
- Draft, proofread, and format emails, memos, reports, and other correspondence.
Operational & Team Support
- Support bookkeeping tasks, such as making copies and filing PDF files.
- Assist with office supply management, ordering materials and maintaining inventory.
- Assist with onboarding of new employees by setting up workstations, employee equipment, or coordinating training sessions.
- Assist with ECOM Inventory Management - WASP
- Management of Telephone Directory
- Updating and providing the latest telephone directory to employees and subcontractors’ main directory
- Update office greeting and communication with Verizon Support Team (Verizon ‘s and One Talk Support) to include
- Request, Manage, update of Subcontractor W-9’s
- Certificates of Insurance to be kept updated for all active projects
- Inclusive of notices of cancellations, terminations, reinstatements notices
- Ordering of Safety / PPE (Personal Protective Equipment)
- ACCELA Updates upon request and as needed
- Website Management upkeep
Skills That Shape the Role
Across sources, administrative assistants are expected to demonstrate:
- Strong communication skills for interacting with staff, clients, and stakeholders.
- Solid tech proficiency, especially with office software and scheduling tools.
- Problem-solving abilities and the capacity to manage multiple tasks in fast-paced environments.
Additional Duties
- Assist with HR and or Bookkeeping tasks.
- Provide Executive Support and Project Coordination for the President and Vice President of organization
Pay: $22,000.00 - $42,000.00 per year
Benefits:
Work Location: In person
