Administrative Assistant

at  Henkel Construction Company

GENERAL INFO

Job Type: Full-Time
Minimum Education Preferred: Associate Degree
Must be Authorized to Work in the US

JOB DESCRIPTION

In general, this individual’s work consists of supporting the accounting department and office staff, using a variety of communication and organizational skills. The Administrative Assistant provides office services by utilizing administrative systems, procedures, and policies. Will independently administer several assigned responsibilities, ensuring excellent customer service.

• First point of contact and control of customers/clients/guests entering the building.
• Primary responsibility for answering in-coming calls and directing callers to the correct staff member or employee.
• Provide Notary service.
• Coordinate apparel orders for various company events.
• Serve on the newsletter committee.
• Responsible for the appearance of main floor public areas during business hours.
• Maintain Microsoft Outlook office calendar for entire office.
• Control operation of the three monitors located in the reception/entry areas.
• Processing of daily mail and UPS deliveries. Includes daily trip to post office to retrieve mail, applying postage to outgoing mail with delivery to the appropriate postal drop and preparing outgoing UPS mailings.
• Ensures general operation of copier and fax machine on main level. Responsibilities include checking and filling paper supply in copier and fax each morning, calling for repairs and maintaining supply inventories.
• Maintains office supplies inventory by checking stock to determine inventory level. Anticipates needed supplies, places and expedites (when necessary) orders, verifies receipt of supplies.
• Generate contracts and utilize AIA software to put documents in final form
• Set up and maintain job contract files (electronic and hard copy).
• Maintain Microsoft Access job database.
• Provide general office staff support on an as needed basis included, but not limited to, creation of Word and Excel documents, copying of documents, proofing of documents.
• Prepare credit applications for vendors for review by the Controller.
• Bid support.
• Assist payroll department with PTO tracking.
• Builders Risk reminders.
• Daily ERP imports from Procore to Sage.
• Accounts Payable intake to Timberscan.
• Will train to code and route Accounts Payable items.
• Enter Accounts Receivable billing items into Sage Accounting.
• Assist with collecting and filing lien waivers from Subcontractors.
• Contributes to and supports team effort by accomplishing timely results and managing multiple tasks.
• Assessing and maintaining confidentiality where required.