Administrative Assistant

Alterman Group • Full-time • Live Oak, Texas, United States • 2d ago

Overview:

The Administrative Assistant will provide administrative support to ensure efficient operation of the assigned group, department, or individual. In this role, the Administrative Assistant will support the Construction division by assisting construction leadership and project teams with day-to-day administrative needs. Responsibilities include managing schedules, coordinating meetings, handling confidential information, maintaining databases, and maintaining office supplies.

Essential Functions:

1. 90%

Provides general administrative support such as answering phones, handling inquiries, and managing emails.
Maintains filing systems, including project documentation and contract files, and ensuring all documents are organized and easily accessible.
Handles confidential information with discretion.
Manages calendars for assigned team members, scheduling appointments and meetings as needed.
Coordinates and organizes meetings, including preparing agendas, taking meeting minutes, tracking action items, and coordinating with project managers and field supervisors as needed.
Coordinates and organizes meetings, including preparing agendas and taking meeting minutes when required.
Acts as a liaison between departments, clients, and external partners.
Drafts and edits correspondence, routine reports, and other documents as needed.
Orders and maintains office supplies, ensuring adequate stock levels.
Inputs data accurately into various databases and systems and runs reports.
Maintains accurate records and files.

2. Performs other duties as assigned. 10%

Education and Experience:

High school diploma required. Additional qualifications in office administration or a related field would be beneficial.
Previous experience in an administrative role is preferred, office management, or executive support is preferred.
Previous experience with accounting software such as Spectrum is a plus but not required.

Skills/Abilities:

Strong organizational and time-management skills.
Excellent verbal and written communication skills.
Basic accounting or bookkeeping knowledge.
Strong attention to detail and accuracy.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Familiarity with Customer Relationship Management (CRM) or project management software is a plus.
Able to handle confidential information with discretion.
Able to multitask and prioritize tasks effectively.
Able to work independently and proactively.

Work Environment:

Office environment with some travel required.

Physical Demands:

Prolonged periods of sitting at a desk and working on a computer.
Must be able to lift up to 10 pounds at times.

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