Administrative Assistant I

Duties & Responsibilities

• Provides administrative support to the office manager and staff
• Answers telephone calls and direct calls to the appropriate parties or take and deliver messages by email
• Open, sort, and distribute incoming mail
• Greet and assist clients and guest
• Prepare letters, reports, memos, and other documents using Microsoft Word, Excel, and PowerPoint
• Perform administrative duties such as filing, typing, copying, binding, scanning, etc.
• Exhibits polite and professional communication via phone, e-mail, and mail.
• Set up for events and meetings.
• Help the Office Manager with mailing notices to property owners
• Perform other basic clerical and administrative support duties as needed

Required Qualifications

• High school diploma or equivalent
• 18 years of age or older
• Ability to proofread documents for grammar and spelling
• One year of experience with MS Word, Excel, and PowerPoint
• Ability to work in a team environment
• Multi-tasking skills and ability to organize workload while still maintaining attention to detail
• Strong customer service, interpersonal and communication skills
• Reliable, responsible, and dependable
• Ability to lift 20 pounds
• Ability to transcribe dictated material

Secondary Responsibilities

• Supporting the work of project managers and senior project managers in planning, budgeting, scheduling and contract administration in owner’s representative assignments.
• Project coordination, field work, and quality control during the construction or abatement phases of projects.
• Written correspondence and record keeping for projects assigned.
• Client communications for progress reporting, project coordination and contract administration.
• Keeping abreast of technology and state-of-the-art procedures in the construction and environmental industries.
• Reporting to project managers for project issues and problem solving.
• Budget tracking, Invoice review, and assists with pay applications and management of funding sources including grant funding requests. Assist with development and monitoring of budgets and project schedules.
• Supports project team by performing administrative functions. Organize and maintains project communication and assists in the preparation and maintenance of project documentation.
• Assign duties to staff to implement project goals, as needed.
• Oversee variable aspects of projects and provide direct assistance to ensure timely project execution.
• Overview project goals and ensure project goals are achievable.
• Assist with procuring materials and other items necessary for completing project. 
• Review project implementation and gather data on project execution.
• Coordinate with project managers and other project leads following project execution.
• Other duties and responsibilities as assigned.
• Assist with Office Management for scheduling of office events.
• Assist with new hire on-boarding, space set-up, assist with training, and training registration.
• Reproduction and assembly of project documents.
• Market research for new opportunities.