Job Summary: The Administrative Assistant is responsible for providing professional administrative, organizational, and customer support to ensure the efficient operation of Friede & Associates.
Essential Duties & Responsibilities:
1. Answer and screen incoming phone calls, take and forward messages.
2. Greet customers. Notify employees that visitors have arrived.
3. Manage incoming mail, packages and deliveries. Prepare outgoing mail.
4. Maintain office equipment and keep office supplies inventory.
5. Responsible for maintenance of office
a. Keep reception area presentable
b. Oversee all office maintenance issues and notify the VP of Field Operations if action needs to be taken
6. Assist in the planning and preparation of company events as part of committee.
7. Assist the Management Team as needed.
8. Coordinate and schedule meetings
9. Prepare correspondence, reports and presentations
10. Enter invoices and receipts into accounting software
11. Assist with lien waivers
12. Assist in obtaining subcontractor pre-qualification documentation.
13. Assist with special projects
14. Assist with travel arrangements
15. Assist in paperless filing.
Education and Experience:
1. Understanding of administration procedures and techniques
2. General knowledge of construction industry
3. Excellent verbal and written communication skills
4. Exceptional organizational skills
5. Strong attention to detail
6. Ability to prioritize multiple tasks
Language Skills: Control of the English language and the ability to communicate effectively with all project stakeholders. Must be courteous, professional and diplomatic in dealing with external clients.
Mathematical Skills: The ability to add, subtract, multiply, and divide all units of measure including whole numbers, common fractions, and decimals. Must also be able to compute monetary rates and percentages as well as interpret graphs.
Reasoning Ability: The ability to solve practical problems and deal with a variety of situations where only limited standardization exists. Ability to interpret a variety of information furnished in written, oral, diagram, or schedule form.
Computer Operations: Must have intermediate personal computer skills including electronic mail (e-mail), routine data processing, use of spreadsheets, utilization of cut & paste, and drag & drop, etc. Must be familiar with Microsoft Office suite of products. Intermediate knowledge of Word and Excel required.
Planning and Organization: Ability to effectively prioritize and organize workload to provide in timely and accurate assistance.
Certificates, Licenses and Registrations: None required
Working Conditions: Well-lit, heated and air-conditioned indoor office with adequate ventilation. Job requires lifting of up to 25 pounds under 1/3 of the time.
Physical Activity Level: Light physical activity performing non-strenuous daily activities of an administrative nature.
Manual Dexterity: Sufficient to work with fingers including typing on a computer the majority of the workday.
Work Schedule/Hours: Scheduled hours are 8:00 AM to 5:00 PM (Monday through Thursday). Friday hours are 8:00 AM to 12:00 PM (Noon).
Vision Requirements: Must have 20/20 vision (natural or corrected by use of contacts or glasses) with the ability to identify and distinguish colors.
Travel: To training meetings or seminars if needed. Typically, within 50 miles of office.
Contacts: Communicates internally with individuals in all areas of the business and externally with owners, subcontractors, and vendors.
Supervisory Responsibilities: None
Pay: $17.00 - $20.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
License/Certification:
- Driver's License (Preferred)
Ability to Commute:
- Reedsburg, WI 53959 (Preferred)
Work Location: In person
