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TITLE: Administrative Assistant

REPORTS TO: Zac Wallace, CFO

DUTIES INCLUDE (but are not limited to):

  • Be at desk between the hours of 8:30am and 5:30pm Monday thru Friday to answer multi-line telephone system, direct calls, take and relay messages by providing quality customer service to all callers.  Answer (or help get answers) questions, screen calls/messages for importance or necessity of calling staff members when out of the office.  Be knowledgeable of cellular numbers, and staff members’ whereabouts.
  • Assist any staff member with customer service to clients and contractors as needed by performing any office/clerical duties related to everyday tasks or special projects.
  • Type/proof/mail correspondence, field reports, memos, all AIA forms, specifications, shop drawings, and punchlists.  Maintain electronic files of all documents.
  • Accompany Project Manager to necessary project meetings or site visits, prepared to take notes.
  • Make necessary telephone calls in preparing/receiving specification, utility and project information.
  • Prepare plans, specs, shop drawings, etc. for printing/shipment as needed.
  • Schedule Conference calls and conference room reservations.
  • Take mail to mail drop box location or post office.  UPS packages to drop off facility if prepared after daily UPS pick up.
  • Provide assistance to staff when other team members are out of office.
  • Print, cut and fold plan binders.
  • Training requirements – First two years 4 days of training and 3 days for each year thereafter.
  • SOR’s/WIPs/PNAs/CNAs
  • Assist with checking/updating SOPs on yearly basis
  • Be the “backup” for Sarah on weekly duties such as PSR and schedules.
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