Administrative Assistant
Basic Function
This position is responsible for completing a wide range of administrative activities, including answering and directing incoming calls, drafting correspondence, organizing paper and electronic files, and providing information to customers. The role also performs basic bookkeeping tasks such as accounts payable (A / P) and accounts receivable (A / R).
Primary Responsibilities
- Perform light bookkeeping including entering bills and expense coding
- Conduct A / P, A / R, and general ledger entries
- Complete operational errands and deliveries
- Answer telephones within three rings; route calls appropriately; take and forward messages
- Monitor and respond to general company email in a timely manner
- Manage and order marketing and construction materials, such as :
Brochures / Flyers
Commitment FormsVehicle inspection formsBusiness cardsComplete new order processing and setup following established proceduresPrepare and distribute monthly EEO reportsMaintain digital customer, project, and vendor files following company guidelinesCreate and manage paper / electronic filing systems, updating documents and records as neededComplete project forms (e.g., liens, submittals, subcontracts) per company proceduresAttach relevant files to correspondence requiring responsesOperate email systems and coordinate information flow internally and externallyCompose, type, and distribute meeting notes, correspondence, presentations, and reportsProvide customer service including order placement and account inquiriesTrack and order office suppliesPerform other related duties as assignedJob Requirements
Education, Certification, and Experience
High school diploma requiredMinimum two years of administrative experienceAt least one year of QuickBooks Desktop experience requiredAdministrative experience in the construction industry preferredBasic Skills
Strong written communication skillsAbility to clearly convey information verballyStrong reading comprehension skillsSelf-starter mindset with the ability to recognize needed changes and bring ideas forwardExtremely organized and detail-orientedAbility to perform calculations involving geometry and formulas (e.g., calculating area, converting acres to square yards)Ability to work autonomouslySocial Skills
Friendly, effective interaction with colleaguesProfessional and courteous communication with customers and vendorsProactive attitude, looking for ways to support colleagues and customersAbility to adapt behavior based on the actions of othersHigh emotional intelligenceTechnical Skills
Accurate touch-typing skillsProficiency in Microsoft OfficeAbility to maintain standardized and functional filing systemsComfort using and learning new software applicationsDesktop Computer Skills
Databases : Creating / editing simple databases, inputting / retrieving information, generating reportsGraphics : Creating and manipulating simple graphics and inserting them into documentsInternet : Navigating browsers, retrieving / submitting information, handling downloads / uploadsNavigation : Using operating system tools, switching between applications and filesPresentations : Using internet resources, hypertext navigation, basic email communicationSpreadsheets : Entering, formatting, analyzing data; creating worksheets, charts, and graphsWord Processing : Typing, formatting, editing, saving, printing, and retrieving documentsTools
Multi-line phone systemPhotocopierScannerDigital camerasSmartphonesFax machinesLaptop and desktop computersCalculatorsTabletsTechnology & Software
Intuit QuickBooksSmartsheetZenefitsMicrosoft Office SuiteMicrosoft OutlookBluebeamCompliance-related software (e.g., Comply26)Additional systems as assignedKeenbee Talent Solutions is a Native Alaskan Women owned sdb specializing in the placement of highly skilled professionals in Accounting and Finance, IT / MIS and Biomedical. Keenbee has been in business since 1997 servicing New Mexico and the surrounding states with high results. Keenbee Talent Solutions is an equal opportunity employment agency. We do not discriminate based on race, color, national origin, religion, ancestry, sex, age, disability, serious medical condition, spousal affiliation, sexual orientation, gender identity, or other classifications protected under the law.
