Office Administrative Assistant - Central Plumbing, Heating and Excavation

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 requirements.
• Send Project Lists, both large and small to project managers and foremen.
• Update weekly manpower 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 takeoffs during the bidding process.
• Track AHA’s for all projects.
• Coordinate with General Superintendents and Foreman to ensure that all mandatory employee postings are up to date in all job trailers.
• 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 departments.
• Working 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