Administrative Assistant

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 Forms

Vehicle inspection forms

Business cards

Complete new order processing and setup following established procedures

Prepare and distribute monthly EEO reports

Maintain digital customer, project, and vendor files following company guidelines

Create and manage paper / electronic filing systems, updating documents and records as needed

Complete project forms (e.g., liens, submittals, subcontracts) per company procedures

Attach relevant files to correspondence requiring responses

Operate email systems and coordinate information flow internally and externally

Compose, type, and distribute meeting notes, correspondence, presentations, and reports

Provide customer service including order placement and account inquiries

Track and order office supplies

Perform other related duties as assigned

Job Requirements

Education, Certification, and Experience

High school diploma required

Minimum two years of administrative experience

At least one year of QuickBooks Desktop experience required

Administrative experience in the construction industry preferred

Basic Skills

Strong written communication skills

Ability to clearly convey information verbally

Strong reading comprehension skills

Self-starter mindset with the ability to recognize needed changes and bring ideas forward

Extremely organized and detail-oriented

Ability to perform calculations involving geometry and formulas (e.g., calculating area, converting acres to square yards)

Ability to work autonomously

Social Skills

Friendly, effective interaction with colleagues

Professional and courteous communication with customers and vendors

Proactive attitude, looking for ways to support colleagues and customers

Ability to adapt behavior based on the actions of others

High emotional intelligence

Technical Skills

Accurate touch-typing skills

Proficiency in Microsoft Office

Ability to maintain standardized and functional filing systems

Comfort using and learning new software applications

Desktop Computer Skills

Databases : Creating / editing simple databases, inputting / retrieving information, generating reports

Graphics : Creating and manipulating simple graphics and inserting them into documents

Internet : Navigating browsers, retrieving / submitting information, handling downloads / uploads

Navigation : Using operating system tools, switching between applications and files

Presentations : Using internet resources, hypertext navigation, basic email communication

Spreadsheets : Entering, formatting, analyzing data; creating worksheets, charts, and graphs

Word Processing : Typing, formatting, editing, saving, printing, and retrieving documents

Tools

Multi-line phone system

Photocopier

Scanner

Digital cameras

Smartphones

Fax machines

Laptop and desktop computers

Calculators

Tablets

Technology & Software

Intuit QuickBooks

Smartsheet

Zenefits

Microsoft Office Suite

Microsoft Outlook

Bluebeam

Compliance-related software (e.g., Comply26)

Additional systems as assigned

Keenbee 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.