Alberici Constructors, Inc.

  • Executive Administrative Assistant

    Location US-TX-Austin
    Job ID
    1626
    # Positions
    1
    Posted Date
    3 weeks ago(4/3/2018 9:55 AM)
  • Overview

    Flintco Job Description Header - New Logo 01.10.2017

    Founded in 1908, Flintco now employs more than 600 people in 8 cities serving clients in healthcare, education, hospitality, sports and industrial. Flintco also self-performs concrete, steel erection and excavation. Nothing matters more to us than the quality and growth of our people. Our teams are smart, humble and disciplined.  Flintco is recognized for its commitment to safety and quality, using Lean principles as a guide to continuous improvement. The five guiding principles of our Ethos are: Safety, Integrity, Quality, Accountability and Honesty. We live it every day.

     

    The Executive Assistant is responsible for coordinating and providing administrative support to the Area Manager while also providing diversified administrative, and human resource support services to an assigned area office location. The Executive Assistant will also ensure that all company programs are carried out in accordance with company’s policies and procedures and within guidelines of state and federal laws.

    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. Type variety of documents, many highly confidential, using personal computer with word processing software.  Set up and/or maintain filing systems, (both hard copy and electronic).
    • 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. Screen phone calls, handle routine items, pass others along to supervisors.
    • Collect timesheets, verify for accuracy/completeness, and enter daily/weekly time entries for all field employees assigned to area office. Ensure that recorded time is accurate and in compliance with FLSA standards; provide guidance to employees and supervisors.
    • Assist in onboarding of employees including relocation support, new hire orientation, explain company employee benefits, order equipment (computers, cell phones, business cards, company vehicles, etc..) train new staff on office policies and procedures, schedule/inquire appropriate training.
    • Act as liaison between division and others, such as other departments and jobsites, external contacts, clients. Such liaison may be required to arrange meetings, clarify and resolve problems, coordinate work, maintain working relationships and public relations. 
    • 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. Retrieves information from files when needed. Establishes, develops, maintains and updates accounts payable records/logs, fleet vehicle information.
    • Review and analyze vendor & subcontractor account invoices/statements. Accurately print, code, code, enter (through company accounting software), and route all incoming invoices and ensure timely processing for payment. Assist vendors and subcontractors with inquires on account and/or payment status. Process day-to-day administrative items such as expense reports and check requests.
    • 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. Prepare special reports, studies, statistical analyses, and brochures as requested.  Such items would usually require research, development and/or interpretation of data.
    • Ensures client satisfaction, both internally and externally, through positive, pleasant, professional and efficient handling of issues.
    • Plan and coordinate company sponsored events including employee gatherings, meetings, safety/service award banquets, community involvement activities, etc. Assist in the execution of the internship program.
    • 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.
    • Perform additional duties as assigned.

     

    Management Responsibilities

    Potential exists to manage direct reports

    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. Knowledge of Cosential, SAP Concur expense management software, and ECMS accounting software.

     

    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. Experience with AIA forms and documents. Experience reviewing and editing contracts preferred.

     

    Certificates, Licenses, Registrations

    None

     

    Physical Requirements                    

    • Transporting objects, as in carrying files, binders, storage boxes and office supplies or similar materials up to 15 pounds, holding them in the hands or arms and transporting them from one location to another.
    • Coordinating eye and hand movements in operating the keyboard of a personal computer or 10-Key calculator.
    • Holding objects, as in grasping the telephone, books, manuals and/or other materials required in performing essential functions in the office.
    • Hearing and perceiving the nature, intent or meaning of sounds, as in listening to normal conversation in an office environment, including one-on-one conversations and/or telephone conversations.
    • Lifting and placing objects on shelves at heights up to eight feet, or lifting and placing files in cabinets, normally up to 15 pounds.
    • Observing (seeing well, either naturally or with correction), as in seeing basic written information and instructions, either on paper or on a computer screen.
    • Remaining in a normal seated position, as in working at a desk for substantial periods, as in performing administrative tasks, including clerical work or in operating a personal computer.
    • Communicating orally and expressing and exchanging ideas through oral communication, as in communicating information and ideas in a normal office environment.

     

     

    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.  

     

     

     

    We do not accept resumes from external staffing agencies or independent recruiters for any of our openings unless otherwise directed by our Employee Services Department.  Please do not forward resumes to our hiring managers or regional offices.  Flintco, LLC is not responsible for any fees related to unsolicited resumes/applications.

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