Administrative Assistant

SPECIFIC RESPONSIBILITIES

• Perform administrative duties to support the office manager, senior executive assistant, and project controls executive.
• Maintain business files and documents (digital and hard copy) for the company in an organized and efficient manner.
• Assist with logging and tracking company documentation and contracts.
• Assist with scheduling and coordinating company meetings, retreats, trainings, events, team meals, and travel.
• Enter billable time for corporate counsel into customized software program on a weekly basis.
• Manage allocation of project controls team time within Peoplesoft.
• Create and retain employee birthday card label list and prepare envelopes for CEO.
• Assist with assembling documents for executive and board of directors meetings.
• Assist with developing training course materials in the company’s LMS.
• Enter marketing leads into the company’s lead tracking program.
• Assist with management of company data and documents in Procore, Microsoft Dynamics, and the company intranet.
• Assist the safety team with maintenance of the company safety manual, safety signage packages, safety orientation videos, and management of safety equipment.
• Track billable hours and expenses, create and send proposals and invoices, and track payments for the company’s subsidiary, Construction Intelligence Solutions, LLC (CIS).
• Interact and communicate professionally and ethically with executives, corporate staff, site teams, clients, subcontractors, and vendors.
• Maintain confidentiality with executives, employees, and company information.
• Attend required corporate meetings, training programs, and company seminars/webinars.
• Perform additional duties as assigned.

PREFERRED QUALIFICATIONS

• High school diploma.
• At least 2 years of administrative experience, preferably in a company setting.
• Positive and professional attitude
• Self-starter, detail oriented with the ability to drive issues to completion.
• Exceptional organizational skills and ability to prioritize multiple responsibilities.
• Strong written and oral communication skills.
• Proficient in use of MS Office Suite (Word, Excel, PowerPoint, and Outlook).
• Team player willing to assist others with job duties.

Harkins Builders is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, color, religion, sex, sexual orientation, gender identity, national origin, age, status as a protected veteran, or disability.