Office Administrative Assistant - Central Plumbing, Heating and Excavation
Belgrade, MT
About the Job
JOB DESCRIPTION:
The Administrative Assistant facilitates the efficient operation of the assigned branch, and the organization, by performing a variety of advanced clerical and administrative tasks including support of HR and accounting, assistance to Project Managers, and streamlining operations where possible.
RESPONSIBILITIES:
Support to HR and Accounting at Headquarters:
- Facilitate documentation needs on accounting / HR functions between departments.
- Direct employee questions to HR Manager or Payroll Administrator.
- Timecard coordination.
- New hire process: Attend virtual onboarding / orientation, Hire Packet – Detailed review and filled out correctly with employees, submit to HR Manager in a timely manner.
- Assist with open enrollment, including collection and submittal of forms and policy updates to HR Manager.
- Accounts Payable – assist with credit card and accounts payable invoice activity weekly.
- Distribute labor management reports to the appropriate PM for review on projects.
- Make hotel / lodging reservations.
- Send Project Lists, both large and small to Project Managers and Foremen.
- Update weekly manpower report for both departments including vacation requests and the “Do Not Drive List”.
- Post data to our “Man-hour Summary” sheets.
- Assist estimators as needed to secure complete material and subcontractor coverage.
- Assist estimators with material and equipment quantity take-offs during the bidding process.
- Track AHA’s for all projects.
- Coordinate with General Superintendents and Foremen to ensure that all mandatory employee postings are up to date in all job trailers and both office locations.
- Keep supply of updated first aid kits for all trucks and trailers.
- Assist in updating social media (Facebook, LinkedIn, etc.) with up-to-date project photos and descriptions.
- Assist with customer proposals and company newsletters.
- Coordinate Apprentice and Foreman meetings, company events, and year-end celebration.
- Clean office areas as needed in between scheduled cleanings and keep all unoccupied work areas organized.
- Assist with mailing, deliveries, and picking up items as needed.
- Inventory, order, and stock office supplies for both office locations.
- Work with warehouse and shop personnel to help with deliveries and picking up/dropping off of vehicles for maintenance.
- Future tasks and assignments as determined by needs of the organization.
EDUCATION & EXPERIENCE:
High School diploma or equivalent
Familiarity with Teams and Excel are a plus
Computer and office equipment literate
SKILLS & ABILITIES:
Ethical and professional interaction with all employees regardless of position
Effective verbal and written communication skills in building relationships and negotiating
Excellent time management skills with ability to prioritize, delegate, and meet deadlines while working independently or as part of a team
Ability to perform job duties in a safe manner
Central Plumbing, Heating, Excavation is an Equal Opportunity Employer
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