Job description
Position Summary
The Operations Assistant supports executive-level business unit leaders and requires confidentiality, initiative and sound decision-making. You will rely on excellent organizational skills and the ability to effectively handle multiple priorities. This position will work together with the administrative team to help improve processes and best practices in administration and office management.
Responsibilities
The Operations Assistant supports executive-level business unit leaders and requires confidentiality, initiative and sound decision-making. You will rely on excellent organizational skills and the ability to effectively handle multiple priorities. This position will work together with the administrative team to help improve processes and best practices in administration and office management.
Responsibilities
- Prepare subcontracts and purchase orders while coordinating with the Contract Manager
- Efficiently manage and track subcontracts, purchase orders, and bonds
- Contact subcontractors with past due items and update compliance log status on a weekly basis
- Input contract information into Project Management and Project Accounting systems
- Ensure efficient communication between field and office administration
- Assist Directors with Project Start-Up and Close-out
- Coordinate meetings and manage conference calls
- Coordinate travel arrangements for managers
- Process invoices; accurately track and report expenses by managing credit cards and receipts
- Process and submit receipts accurately and on schedul
- Team Player: Develop and maintain productive working relationships with employees and clients. Work with office administrative staff (including meeting planning, events, communication management)
- Maintain records and logs for accounting department, such as company vehicle inventory and document destruction.
- Provide training to relief staff regarding the phone system and protocols for answering calls, greeting visitors and mail services
- Part-time receptionist desk coverage. Pleasant and sophisticated greeter for our guests in the office and on the phone. Effectively works with a multi-line telephone system to answer incoming calls, transferring to mailboxes, taking messages and paging.
- 5+ years of administrative experience (in the construction industry a plus)
- Previous experience working with AIA Contract Documents
- Strong computer skills and be able to demonstrate proficiency with MS Office products (Word, Excel, PowerPoint, etc.), typing 60+WPM
- Ability to work in a fast-paced office environment, multi-task and meet critical deadlines with eye for accuracy and attention to detail
- Ability to communicate professionally with external clients and partners
- Due to sensitive nature of this position, a demonstrated ability to maintain the highest levels of confidentiality, integrity and discretion is critical
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