Administrative Assistant #613

Primary Function:

 

Provide secretarial and administrative support to one (or more) people within specified projects or office.

 

General Duties:

 

1- Type variety of documents, many highly confidential.  Set up/maintain sophisticated filing systems, supervisor?s personal files, etc.

2- Answer phones-screen/handle routine and/or non-critical items-pass others on to supervisor.

3- Maintain supervisor?s calendar, schedule meetings, etc.

4- Process incoming project mail; open, stamp and sort for priorities.  Distribute and/or handle items not requiring supervisor?s attention.

5- Compile and prepare various reports for supervisor?s use (requires analysis and comparison of data).

6- Insure continuance of office routine in supervisor?s absence.  May write reports, letters, memos, etc. for supervisor?s signature.

7- Perform additional assignments per supervisor?s direction.

 

Project Management Duties:

 

1- Set up/maintain project directory, contract log, contract status form, contract templates, insurance certificates, subcontractor W9 forms, schedule of values, suppliers lists, submittal log, change order log, request for proposal log (RFP) and project close-out log.

2- Set up and maintain a project filing system.

3- Process letters of intent, contacts including exhibits, subcontract cover letters and contract document check form.

4- Process submittals and shop drawings.

5- Transcribe and process meeting minutes.

6- Process RFP?s to all applicable subcontractors.

7- Process change order proposals (COP?s) with RFP information received plus pricing.

8- Process project closeout information including closeout letter, O&M manuals, warrantee/guarantee certificates and as-built drawings.

 

Skills, Knowledge, Qualifications & Experience:

 

Educational and experience requirements include: High school diploma, plus 2 years business or secretarial school, or the equivalent combination of training and experience, preferably in construction.  Minimum 2 years of secretarial and administration experience with research responsibilities.  Working knowledge of business procedures, letter and report formats and composition and arithmetic.  Computer knowledge including word processing (65-70 WPM), spreadsheet formatting and use, fax works, etc.  Must have detailed Microsoft Word and Excel experience.

 

Comments:

 

Position requires handling of day-to-day administrative work in order to reduce supervisor?s workload.  Requires ability to maintain confidentiality of work items at all times.

 



 

Jackie Matchett Personnel Services (www.jackiematchett.com) is a full service staffing firm. We provide an assortment of services in the temporary and direct placement arena to companies ranging from emerging businesses to NYSE listed corporations. We have successfully filled positions ranging from staff executive level in Accounting, Administrative, Customer Service, Finance, and Medical Office Support.