Administrative Assistant

Essential Duties and Responsibilities :

The Administrative Assistant in the Special Projects

• Service Department supports the Department Manager, Service Superintendents, Dispatcher, Service Estimators, Project Managers and Assistant Project Managers in the department.
• Answering phones promptly in a professional manner and assisting Project Managers in handling their telephone overflow.

This includes coordinating with the Dispatcher when leaving the area to ensure that the phones are covered at all times.

• Supporting the Dispatcher as needed with customer service calls, calls from the field, and calls regarding deliveries. Also assisting with billings and tracking and filing of service calls.
• Typing as needed. Most typing will be for the Department and Project Managers.Typing will include letters, quotes / scopes, memos, minutes of meetings, introduction packages, submittals, O&M manuals, estimating logs, contract forms, manpower and tool lists, and panel schedules.
• Purchase Order control. Purchase Order numbers are obtained from the Purchasing Department and provided to the field as needed.

The follow-up paperwork is then processed; this includes writing Temporary Purchase Orders, matching the vendors' packing slips and invoices with the appropriate TPO, logging information into the TPO log, contacting vendors to expedite their paperwork, turning completed TPOs in to Purchasing in a timely manner, and routing invoices in Construction Imaging either to the appropriate PM, or the AP Department.

• Calendars : Updating / distributing of the departmental calendar and inputting pertinent appointments and entries into the Department Manager's Lotus Notes calendar.
• Pulling work order numbers as needed for the Project Managers' field personnel.
• Recreating forms and documents electronically as needed.
• Assisting department personnel in expediting paperwork.
• Creating and tracking IT service requests from department and field personnel.
• Coordination of annual departmental Foremen's Meeting.
• Data Management :
• Archiving data
• Scanning of documents and photos, downloading electronic files in various formats

both from email and electronic equipment (digital camera, infrared camera, etc.)

• Creating forms electronically (Microsoft Excel spreadsheets, Microsoft Project schedules, Microsoft PowerPoint presentations, Adobe documents, etc.)
• Distribution of the Daily Report (notification to the department of absentee personnel

and reminders of upcoming events)

• Printing architectural / electrical drawings to local plotter or sending to off-site printing company.
• Keeping the copier and printers filled with paper and toner and promptly reporting any problems which might arise to IT so they may be resolved.

Ordering toner and other necessary supplies for the aforementioned machines through the proper channels.

• Assisting other departments as needed including occasional switchboard relief.
• Occasional receiving / logging-in of deliveries, sorting incoming mail, running outgoing mail through the postage meter.
• Serving as back-up to the Executive Assistant, delegating tasks as necessary to maintain efficiency.

Physical Requirements

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Equal Opportunity Employer Disabled Veteran