Administrative Assistant

Administrative Assistant

We are seeking a dedicated Administrative Assistant to join our dynamic team. As Administrative Assistant, you will play a crucial role in ensuring the smooth operation of our office environment, handling various administrative tasks, and supporting the team in achieving organizational goals.

Interested candidate should be an energetic professional who does not mind wearing multiple hats. Experience in handling a wide range of administrative and executive support related tasks, well organized, able to work independently and prioritize tasks are all important qualities for potential candidates.

Job Description Summary

• The primary function of the Administrative Assistant for High Plains Construction is to directly assist the Bookkeeping Manager and Owners by providing administrative support to ensure the efficient operation of the office, and other duties.
• The Administrative Assistant is responsible for intra-office communication, office inventory control, and assisting with the company employment process.
• The Administrative Assistant will organize orientation and training of new staff members.
• The Administrative Assistant will perform clerical and light bookkeeping duties as assigned.
• The Administrative Assistant will perform administrative duties such as scheduling, interacting with visitors and customers, and organizing company files.

Reporting Relationship

• The Administrative Assistant reports directly to and is fully accountable to the Bookkeeping Manager.
• There are no positions directly reporting to the Administrative Assistant.

Requirements

• Requires a High School Diploma
• 2-3 years administrative or assistant experience
• Mental abilities are required to compose written and verbal office communications as directed. Ability to compute business math and enter financial data and other information into PC software.
• The Administrative Assistant’s daily work schedule is Monday through Friday 7am to 4pm.
• Must be proficient in MS Office software applications.

Authority

• The Administrative Assistant will have the authority necessary to complete the responsibilities, duties, and tasks of the position in an independent manner.

Areas of Responsibility

• Assist with human resources tasks as needed.
• Assist with phone and contact management.
• Assist with tracking equipment and vehicle licensing as needed.
• Assist with developing and implementing office policies by setting up procedures and standards to guide the operation of the office
• Assist with work in other areas as the Bookkeeping Manager may assign.

Duties and Tasks

• Answer and direct phone calls
• Maintain contacts list and company calendar
• Organize and schedule staff appointments and company staff meetings
• Produce and distribute correspondence memos, meeting agendas/minutes, letters, and forms
• Assist with preparing presentation materials for meetings.
• Perform administrative duties such as filing, typing, copying, binding, scanning, etc.
• Point person for mailing, shipping, supplies, office equipment, and errands
• Organize travel arrangements, schedules, appointments, bookings, and travel arrangements for company staff
• Maintain employee directory, birthday list/cards
• Assist Executives with the development of marketing materials, annual Christmas cards and gifts
• Organize and facilitate the employment process, job postings and all onboarding processes, forms and submissions, and coordinate pre-employment drug testing
• Provide general support to visitors and customer inquiries and complaints
• Keep the office organized and clean, and assist with scheduling of office cleaning crew
• Monitor and maintain office supplies inventory and assist with the office supplies budget
• Assist with office supply requisitions and acquisitions
• Assist with entry of bills and organization of credit card receipts/expense reports
• Participate actively in the planning and execution of company events
• Organize and maintain the filing systems and ensure security, integrity and confidentiality of data
• Maintain a clean, safe, and secure working environment

Measures of Performance

• Customer and visitor feedback is consistently positive.
• Feedback from peers is consistently positive.
• Employee HR files are organized, accurate and complete.
• Project files are organized and accurate.
• HPC contacts list and calendar are organized and up to date.
• The company equipment/asset list is organized and accurate.

If you are a proactive and organized individual with a passion for office administration, we encourage you to apply for this exciting opportunity. Join our team and contribute to the success of our organization.

This is a full-time position with competitive wages and available benefits. The ideal candidate should have reliable transportation and a clean driver's license. Pre-employment and random drug testing may be required.

Salary Range: $40,000 - $50,000

Job Type: Full-time

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Work Location: In person