New

1st Shift - Administrative Assistant

Staffing Support Specialists

company vehicle

United States, Wisconsin, Jackson

Feb 22, 2025

Job Title : Administrative Assistant

Salary : DOE

Shift : 1 st Shift 8:00am - 4:30pm M-F

Summar y : The Administrative Assistant provides administrative support at the front desk, as well as to office, shop, field, and executive teams. As the face of the organization, this role ensures visitors and deliveries are handled promptly and professionally. The administrative assistant assists as needed in functional areas such as HR, accounting, travel coordination, safety, etc. This nonexempt role is performed efficiently, safely, and with a strong customer focus.

Job Responsibilities:

Perform front desk and reception duties including answering a multiline telephone, fielding and responding to incoming calls, screening and welcoming visitors, and managing deliveries.
Professionally handle confidential information, resolve conflicts and emergencies as they occur.
Maintain common areas such as lobby, conference rooms, and break room.
Open, sort, distribute, receive, and prepare mailings.
Support onsite and field teams by providing a variety of administrative support services, including conducting phone interviews with employment candidates and setting up jobs in the computer.
Provide administrative assistance to the safety department, e.g., create and distribute certificate cards, etc.
Make, track, and adjust travel arrangements for field and other employees, as appropriate.
Assist accounts payable by scanning and entering invoices; update and share shop/field staffing schedules, etc.
Manage company vehicle data entry, reminders, and reports; manage and distribute fuel receipts.
Receive in and maintain certificates of insurance, receive, maintain, and distribute lien waivers.
Manage office, clothing, and other supply inventories.
Distribute change orders, invoices, subcontracts, etc. as needed.
Assist with special projects including data entry, correspondence initiation, etc.
Coordinate catering orders; assist with employee event planning and execution.

Qualifications / Requirements:

High school diploma
Highly preferred: Associate's degree in office administration, HR, accounting, or a related field
Strong knowledge of Microsoft Office applications, including Excel, Outlook, and Word; tech savvy
Preferred: Notary public or the ability to become one
2 years of experience including administrative assistance and reception
Preferred: Experience using construction and ERP applications such as ProCore and Jonas
Combined experience and education will be considered
Flexible, positive, and able to pivot and multitask due to changing needs and deadlines
Strong organizational, prioritization, customer service, and initiative skills
Detail oriented with a strong commitment to accuracy
Strong time management skills; resourceful and able to solve problems
Strong interpersonal skills to work with internal and external stakeholders at all levels
Excellent communication skills, including listening, verbal, presentation, and written

Physical Requirements:

	Level of Physical Demand
	Occasional	Frequent	Consistent
Physical Activity	0-33% of the time	34-66% of the time	67-100% of the time
Sitting		X
Standing	X
Walking		X
Lifting	1-25 pounds
Carrying	1-25 pounds
Pushing	X
Twisting	X
Reaching		X
Stooping		X
Crouching		X
Manipulating (Fine Motor Skills)			X
Extreme Temps	X
Exposure to Cleaning Supplies	x