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Administrative Assistant
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Administrative Assistant

  • By Jasmine Gelsomino 

Duties and Responsibilities

  • Answer phones for general inquiries, directing the caller to the appropriate person/department
  • Manage incoming fax folder and electronically distribute to the appropriate person/department
  • Distribute mail and packages to the appropriate person/department
  • Greet visitors as they enter
  • Order office supplies and research new deals and suppliers
  • Maintain contact lists (internal office phone directory, Outlook contacts, etc.)
  • Assist all departments with administrative duties as requested. For example, but not limited to:
    • Accounts Payable: manage Lien Waiver cycle
    • Accounts Payable: scan and file invoices and packing slips
    • IT: setup mobile devices, computers and various tech duties
    • Estimating: update bid calendar online
    • Equipment: update weekly Equipment Rental spreadsheet
    • Project Managers: make job books, site notices, order rentals and call off rentals
    • Project Managers: maintain weekly spreadsheet of tool box talks
    • Project Managers: prepare online UFPO requests (Dig Safe)
    • HR: assemble New Hire Packets & maintain binder of applicants for EEO compliance
  • General office duties. For example, but not limited to:
    • Scanning, copying, filing
    • Creation of monthly newsletter
    • Manage electronic files for claims, incidents and equipment documentation
    • Ad hoc party planning (for example, ordering cookie trays, sending invitations)
  • General office housekeeping as needed. For example, but not limited to:
    • Empty waste bins, clean up break room/front office, make coffee
    • Organize and maintain reception desk, office supply storage, etc.

Basic Qualifications

  • Five or more years of Administrative experience ideally in a construction company
  • Knowledge of office management systems and procedures
  • Proficiency in MS Office (Word, Excel and Outlook, in particular)
  • Excellent time management skills and the ability to prioritize work
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Strong organizational skills with the ability to multi-task
  • High School Diploma, or GED
  • Able to work in a high volume and fast paced environment; must be accurate and precise
  • Work well with numerous distractions throughout the day
  • Position will report to Controller

Please send resume and salary requirements to jloiacono@villagerci.com.

*Regular attendance is required*