Administrative Assistant

Administrative Assistant - ArchKey / Mona Solutions

About the company

ArchKey Solutions is a Top 10 National Electrical Contracting company. Our teams work on large, sophisticated projects across the United States.

When you work with ArchKey or any of our regional divisions, you are joining an expansive network of resources, experts, and innovators.

More than a bright future, ArchKey Solutions offers positions with a stellar today. We are a lifestyle employer, providing flexibility, great pay, and strong benefits allowing you to live your best life at and away from work.

About the position

Responsible for providing various administrative and office support functions, requiring a confident, professional, organized, dependable, self-motivated, and thorough approach.

This position assists with general administrative and communication support, and is expected to consistently demonstrate initiative, flexibility, resourcefulness, good independent judgment and problem-solving in handling important administrative functions, in alignment with all Company policies, procedures, key objectives and regulations.

Day in the life

Establishes and maintains office organization and assists with a full range of administrative duties, including document preparation, filing, tracking metrics and ordering office supplies.

Tracks and maintains current information on active projects, project opportunities, schedules and / or training activities as requested.

Provides front desk reception tasks when needed, including greeting, and directing guests and vendors, monitoring the visitor log, and issuing visitor badges.

Provides phone support in answering and routing incoming calls and communicating messages as needed

Schedules and coordinates the details for appointments, meetings, training, conference calls and event planning as requested.

Maintains organization of assigned conference rooms and ensures supplies are available as needed. Schedules conference rooms as requested.

Updates and prints conference room calendars as needed.

Accurately prepares, receives, sorts, copies, faxes, files, retrieves, and distributes Company and / or client correspondence, project documents and reports as needed.

This may include proposals, presentation materials, payroll reports, manuals, and other documents. Maintains confidentiality and urgency as appropriate.

Provides a variety of mail support by receiving, sorting, and distributing incoming mail and packages. Prepares outgoing mail and packages including pick-up and tracking as needed.

Arranges for couriers when needed. Meters all mail and prepares certified mail according to guidelines provided. Maintains employee mail folders as appropriate.

Tracks interview information, processes paperwork and / or maintains system data for new hires and drug testing, as needed.

Assists in welcoming new employees to the Company. Accurately and confidentially maintains Company records and other sensitive business and client data and intellectual property.

Prepares purchase order reports and coordinates purchase order request calls as needed per guidelines provided. Orders printer supplies and tracks usage of several copiers for monthly readings.

Creates, maintains and distributes support documents such as project binders, employee phone and pager listings, email address listings and vendor contact information.

• Maintains professional and technical knowledge by establishing solid networks and communicating well with co-workers, customers, project managers, foremen, sub-contractors, vendors, office staff and field personnel.
• Consistently makes decisions in an attentive and safe manner to ensure the safety and health of self and others.
• Utilizes LEAN concepts or other continuous improvement methodologies to ensure the most efficient operations, processes, and activities.
• Promotes and models the Company mission, vision and values through exercising sound and ethical business practices, championing all elements of diversity, equity, and inclusion (DEI) and providing high quality services and programs as they relate to clients, subcontractors, co-workers, suppliers, and the public.

Minimum Qualifications

• High School diploma or equivalent. Associate degree preferred.
• Minimum 1-3 years of administrative support experience, preferably in manufacturing, construction, or a related business.
• Experience with Microsoft Office software applications. Experience with technical tools such as HRIS and applicant tracking systems helpful.
• Experience working closely with confidential and proprietary information and maintaining integrity of conversations and data where needed.
• Strong professional team player, with effective collaboration, organizational and relationship-building skills. Demonstrated elevated level of integrity and dependability.
• Ability to manage workflow and meet deadlines in a fast-paced environment with multiple and sometimes changing priorities independently and effectively.
• Excellent written communication skills, including high quality documentation and report preparation. Strong listening, interpersonal and verbal communication skills.

Strong telephone communication skills.

• Strong independent problem-solving skills, detail orientation, customer service and time management skills.
• Process orientation preferred.

ArchKey Solutions LLC is an Affirmative Action, Equal Opportunity Employer : M / W / Vets / Disabilities.

Our commitment to Diversity, Equity and Inclusion is an important aspect of our culture.

Every person is welc omed Every person is included Every person is value