Alberici Constructors, Inc.

Administrative Assistant

US-TN-Memphis
Job ID
1556
# Positions
1
Experience (Years)
4
Posted Date
4 weeks ago(11/21/2017 9:15 AM)
Category
Administrative/Clerical - All

Overview

Flintco Job Description Header - New Logo 01.10.2017

Founded in 1908, Flintco is dynamic construction company with offices in Austin, Albuquerque, Houston, Memphis, Oklahoma City, Springdale and Tulsa. Our mission is Building Leaders, and we strive to accomplish it through continuing education opportunities, goal setting and accountability and excellence at every level. The strength of our success rests in how we take a personal approach to each project, focusing on client goals, understanding the individual markets we serve and maximizing our national resources to their fullest extent. Our culture is based around guiding principles that have been compiled into the Flintco Ethos. Integrity, quality, safety and accountability are tenants that each Flintco employee should exemplify.

 

The Flintco Administrative Assistant is responsible in providing administrative support for the Flintco division office and project jobsites and will act as the office receptionist, meeting and greeting visitors to the office. In addition to filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, maintenance of office accounts, obtaining supplies, coordinating direct mailings, and working on special projects. Organize and manage conference room and breakroom supplies for our guest and employee’s. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload.

Responsibilities

Essential Duties and Responsibilities

                                       

All duties and responsibilities include the following, however, other duties may be assigned. To perform in this position successfully, an individual must be able to perform each essential duty satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Organizes and prioritizes large volumes of information and calls. Answers phones in a professional and friendly manner. Takes messages or fields/answers all routine and non-routine questions.
  • Perform a variety of clerical and general office tasks; ensure items are delivered and stored according to procedures; maintain jobsite address/telephone lists; run errands; may act as primary operator on a variety of office equipment, such as copier, fax, binding machines, etc.
  • Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the division personnel.
  • Establishes, develops, maintains and updates filing system for the office and the jobsites. Retrieves information from files when needed.
  • Accurately print, code, code, enter (through company accounting software), and route all incoming invoices and ensure timely processing for payment.
  • Act as liaison between own department/supervisor and others, such as other departments, external contacts, clients, etc. Such liaison may be required to arrange meetings, clarify and resolve problems, coordinate work, maintain working relationship and public relations, etc.
  • Opens, sorts and distributes mail for all office and jobsite staff. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
  • Works independently and within a team on special nonrecurring and ongoing projects with all departments including Administrative, Estimating/ Pre-construction, Safety, Marketing/Business Development and Operations.
  • Types and designs general correspondences, memos, charts, tables, graphs, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
  • Works closely in conjunction with Estimating/ pre-construction team to coordinate surveys, solicit subcontractor qualifications, plan distribution and overall estimating support. Development, production and coordination of pre-construction literature including specification books, building plans, bid day sheets, etc.
  • Maintain and survey project office supplies and restock order materials as needed.
  • Maintain and inventory office snacks, drinks, coffee, water, etc…. to keep conference room and break areas fully stocked with supplies.
  • Order and manage lunches brought into office for events and assist in clean-up efforts.
  • Provides total commitment to continuous process improvement.
  • Supports and adheres to the matrix organizational format.
  • Meets schedules and deadlines, adheres to policies and procedures and maintains a good attendance/tardiness record.
  • Ensures client satisfaction, both internally and externally, through positive, pleasant, professional and efficient handling of issues.
  • Exercises good interpersonal skills by gladly assisting others to accomplish work of the organization, even it is outside the scope of regular duties.
  • May be required to perform project control duties on a project-specific basis.

Qualifications

Knowledge/Skills/Ability

Ability to represent to all persons the Flintco Ethos that encourages the highest level of performance, integrity and morale.  Practices good communication skills.  Reads, analyzes and interprets documents such as operating and maintenance instructions and procedure manuals.  Writes routine correspondence.  Reads and comprehends simple instructions, short correspondence and memos.  Effectively verbally presents information to groups of clients, employees, or vendors and subcontractors.  Adds, subtracts, multiplies and divides in all units of measure, using whole numbers, common fractions and decimals.  Interprets a variety of instructions furnished in written, oral, diagram or schedule form.  Defines problems, collects data, establishes facts and draws valid conclusions.  Organized and manages time, duties and activities efficiently. Work in a team environment with focus on task at hand.

 

Education

Associates degree or an equivalent combination of education and experience.

 

Experience

4 years of related administrative experience or an equivalent combination of education and experience.

 

Physical Requirements

  • Physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • While performing the duties of this position, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear.
  • The employee is occasionally required to sit and smell.
  • The employee must occasionally lift and/or move up to 25 pounds.
  • Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. 

Special Job Dimensions

 

The office work environment provides a safe and healthy environment, is adequately heated and cooled, is free from exposure and extreme conditions, has appropriate lighting and office furnishings, and is smoke-free and drug-free.  While performing the duties of this position, the employee is normally exposed to a standard office environment. 

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