Shattered Glass is seeking an Administrative Construction Assistant to join our team. This role requires strong organizational skills, attention to detail, proficiency in various office software, and the ability to communicate effectively with both internal teams and external clients. The ideal candidate will play a crucial role in ensuring the smooth operation of our office by managing administrative tasks, supporting staff, and enhancing overall efficiency. If you are a highly motivated and organized individual with a passion for delivering exceptional customer service, we encourage you to apply for this exciting opportunity.
SPECIFIC SKILLS AND DUTIES, INCLUDE BUT NOT LIMITED TO:
Dependable with congenial disposition, positive and professional attitude with customers and co-workers.
Excellent verbal and written communication skills, including business writing skills.
Highly motivated, self-starter who has a track record of driving improvement, managing projects, and can solve problems independently and in a team environment.
Deadline driven, able to deal with frequent change, and capable of assessing, prioritizing, and acting quickly.
3-5 years’ experience in an administrative role, preferably in the construction industry.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Excellent computer literacy and data entry skills. Capability to learn new software quickly, and ability to operate a variety of office equipment.
Maintain all common areas, always keeping organized and clean – offices, kitchen/refrigerator, restroom, etc., including files and records.
Manage office operations, including answering phone calls, texts, and emails. Relay messages efficiently, direct calls as appropriate with professionalism and courtesy. Distribute mail and packages.
Monitor stock levels of office supplies, water and snacks for reordering and researching new deals and suppliers to minimize costs.
Attend, compose, organize, document detailed project and team meetings (write minutes). Track attendance, scan/file minutes and attendance documents.
Compose and/or edit letters, memos, reports, procedures, etc. as required. Keep regularly used forms copied and readily available.
Assisting Managers/team with special case projects, errands, researching, and organizing.
Set up and maintain up-to-date records and company filing systems for both physical and electronic documents.
Ensure all documentation is accurate and accessible while keeping the company filing system organized by following company processes, procedures and naming conventions.
Perform various accounting processes including but not limited to accounts payable, accounts receivable, and billing while having a high level of mathematical ability.
Creation, proofing and invoicing customers.
Process and record payment applications.
Generate daily aging reports and managing accounts receivable, including collections.
Request and accurately maintain filing system for contractor certificates of insurance (COI) by following company processes, procedures and naming conventions.
Maintain supplies inventory and order materials as needed. Assist with receiving, tracking, and tagging project materials.
Complete other responsibilities and perform any additional duties assigned by company management in a professional, positive and efficient manner.
Ability to work as a personal assistant when required.
Bilingual proficiency in English and Spanish is a plus.
High school diploma or equivalent.