ADMINISTRATIVE ASSISTANT

Alterman Group • Full-time • Austin, Texas, United States • 2w ago

Alterman is one of the premiere electrical contractors in Central and South Texas providing electrical construction on many of the region’s most impressive landmarks and contemporary structures. By integrating cutting-edge technologies with core values and disciplines, Alterman has successfully met the expanding needs of commercial and industrial clients and has earned the confidence of Owners, Construction Managers, General Contractors, Architects, and Engineers. We are an EC&M Top 50 market leading electrical contractor focused on safety, quality, and customer satisfaction with a strong commitment from our employee owners to excellence throughout the organization.

Position Overview:

Alterman, Inc. has an opening for the position of Administrative Assistant. This position will provide administrative and clerical support to the Technologies Department, while offering support to other departments as required in a professional and timely manner.

Job Duties and Responsibilities:

Administrative Support

Provide administrative and clerical support to the Director of Technologies, Technologies Operations Manager, Project Managers, Project Engineers, Service Technicians, and Estimating teams.
Administrative support includes proofreading, word processing, database and spreadsheet activities, scheduling meetings, coordinating luncheons, travel arrangements and reservations for the department.
Maintain all internal and external project files. Enter new job information, specs, drawings and job files onto Procore system.
Gather and distribute weekly, monthly, quarterly and annual reports to Division personnel.
Track and maintain all manufacturer certifications and renewal dates for the company and Technicians.
Act as a liaison between the department, other divisions and external customers.
Provide back up support to other departments, and provide receptionist coverage as needed (answering office calls, transferring calls, directing office traffic, etc.)
Assist in ordering, receiving, stocking, and distribution of office supplies and breakroom supplies.
Performs other duties, tasks and special projects as assigned.

Permits & Inspections

Responsible for gathering all necessary documents, applying for, and submitting permits to various municipalities.
Work closely with Project Management and Field Management teams to process daily inspection and permit requests.
Perform other duties and special tasks as assigned by supervisor or which are logically inherent to this position.

Accounting

Responsible for gathering and reviewing timesheets for the Technologies Division and forwarding to payroll for processing.
Responsible for creating job numbers and processing Job Information Sheets for the Technologies Division Service Department and non-AIA contract small jobs.
Complete invoicing in accounting system for all Technologies Division time & material and service projects.
Process monthly credit card receipts for Division personnel.
Assist with past due aging collections as needed.

Qualifications:

High school diploma or GED equivalent.
Minimum of 2-3 years of administrative support experience.
Prior experience in the construction industry is preferred.
Excellent verbal, written interpersonal communication and customer service skills.
Strong organizational skills with the proven ability to prioritize, multi-task, follow through and meet deadlines.
Proficient computer skills with all basic office programs (Internet Explorer, Microsoft Excel, Word and Outlook) and the ability to learn and use related software and systems are required.

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