Job Details
We are seeking a dedicated and detail-oriented Administrative Assistant to join our client s team. The Administrative Assistant will play a key role in supporting their administrative operations and ensuring the smooth functioning of our construction projects. The ideal candidate will be highly organized, efficient, and capable of multitasking in a fast-paced environment.
Responsibilities:
- Provide administrative support to project managers, engineers, and other team members.
- Answer and direct phone calls, emails, and inquiries in a professional manner.
- Maintain and update company databases, including contact lists, project files, and documentation.
- Assist in the preparation and distribution of project-related documents, reports, and correspondence.
- Organize and maintain physical and electronic filing systems for easy retrieval of documents.
- Ensure accuracy and completeness of project documentation, including contracts, permits, and compliance records.
- Schedule and coordinate meetings, appointments, and travel arrangements for project teams.
- Prepare meeting agendas, presentations, and materials as needed.
- Record meeting minutes and distribute to relevant stakeholders in a timely manner.
- Serve as a point of contact for vendors, subcontractors, and clients, addressing inquiries and relaying messages as necessary.
- Assist with the preparation and distribution of bid packages, purchase orders, and contracts.
- Coordinate with suppliers and vendors to ensure timely delivery of materials and services.
- Assist in the preparation of project proposals, bids, and tender documents.
- Track project milestones, deadlines, and deliverables to support project scheduling and progress monitoring.
- Collaborate with project teams to facilitate communication and ensure project objectives are met.
Qualifications:
- Proven experience as an administrative assistant or similar role, preferably in the construction industry.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
- Strong organizational skills with the ability to prioritize tasks and manage time effectively.
- Excellent communication skills, both verbal and written, with a professional and courteous demeanor.
- Attention to detail and accuracy in data entry, document preparation, and record-keeping.
- Ability to work independently and collaboratively in a team-oriented environment.
- Knowledge of construction terminology, processes, and documentation is a plus.
Ascendo is an equal opportunity employer. We welcome and encourage applications from all qualified candidates, and we do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability. Join our team and be a part of our commitment to excellence in payroll management.