Administrative Assistant - Graycor Family of Companies

RESPONSIBILITIES

• Prepare special reports, studies statistical analysis, brochures, etc. Perform required research, development and interpretation of data to support final documentation.
• Compose letters, memos, reports, and procedures. Update internal publications as directed.
• Maintain files and/or databases for area of responsibility.
• Maintain library of related external and internal publications.
• Administer assigned policies, programs or procedures.
• Direct or perform secretarial/technical duties as required

• Perform administrative duties, including filing in print or electronically, answering phone calls, responding to emails and preparing documents for company executives. Maintain confidentiality for classified information.
• Make arrangements for business meetings and company events by scheduling, reserving location, ordering refreshments, distributing agenda, etc.
• Coordinate and process documents for various managers’ approvals / signatures and distribute/file accordingly.
• Update company resource tracker and assign correct managers for timesheet and expense reporting approvals.
• Manage agendas and travel arrangements for various company managers.
• Support Estimating department with contacting subcontractors and confirming bid intentions.
• Maintain Estimating department key performance indicator (KPI) reports.
• Assist in compiling prequalification submittal documents for new projects
• Other duties as assigned.

POSITION REQUIREMENTS

• Associate Degree preferred or 3-5 years of experience providing administrative support in the construction industry strongly preferred.
• Strong Microsoft Office Skills (Outlook, Excel, Word, Visio, PowerPoint)
• Knowledge of Adobe Pro or Bluebeam and Smartsheets is a plus.
• The ability to interact professionally and effectively with managers and co-workers.
• Strong attention to detail, organization skills and the ability to effectively handle multiple, competing priorities.
• Effective verbal and written communication skills.