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*