Administrative Assistant

ViziRecruiter,LLC.; Atlanta (GA); On-site; USD 40,000 - 55,000; Full time

Job summary

A leading mechanical solutions provider in Atlanta seeks an experienced Administrative Assistant to support Project Managers in a dynamic and collaborative setting. Responsibilities include advanced Excel tasks, document control, managing office supplies, and maintaining effective relationships with clients and vendors. The ideal candidate should have a high school diploma, at least 3 years of administrative experience, and strong organizational and communication skills.

Qualifications

• At least 3+ years in an administrative position.
• Experience with accounting software.
• Manifest billing experience.

Responsibilities

• Provide support to multiple Project Managers and leadership.
• Manage office supplies and purchasing orders.
• Prepare project transaction reports as needed.
• Resolve accounts payable issues.

Skills

Advanced Excel skills

Problem-solving skills

Detail-oriented

Interpersonal skills

Excellent communication skills

Education

High school diploma or GED

Bachelor's degree preferred

Tools

Excel

Adobe Acrobat Professional

Salesforce CRM

Smartsheet

Job description

Introduction

McKenney’s has been going strong for more than seven decades. Our culture values people and ideas, and we work together to deliver the most innovative solutions to our customers. We help you grow in your career through training and support, and as an equal opportunity employer, we provide comprehensive benefits and give you a firm foundation for the future.

Overview

For over 70 years, McKenney’s, Inc., one of Atlanta’s Best Places to Work, has been providing Atlanta and the Southeast with quality mechanical solutions to meet the needs of our customers. We are seeking an experienced Administrative Assistant to join our team, working in a fast-paced, collaborative, high-energy environment. This key position will work in a team environment, providing support to multiple Project Managers, Field Leadership, and the Vice President for Construction.

Responsibilities

• Advanced skills using Excel (i.e. pivot tables, various functions, and shortcuts)
• Advanced computer skills with a focus on spreadsheets and quick learning of new systems
• Able to problem solve, detail-orientated, patient, and critical thinker
• Flexible and works well independently
• Set-up and ongoing management of office supplies for the PMs and job site office
• General purchasing and creating and issuing purchase orders
• Generate documentation and/or document control including drawing/specification notices, change order management, construction schedules, and other project-specific work
• Project transaction reports – run as needed for projects
• Accounts payable problem invoices – resolving invoices that are over POs, invoices with no POs, incorrect PO references, etc.
• Work with PMs on project-specific reporting, scheduling, and contract administration.
• Preparation of entertainment expense reimbursement requests
• Maintain positive and effective relationships with clients, vendors, and project teams
• Maintain owner- or contractor-controlled insurance program for McKenney’s and our vendors
• Work with PMs with monthly cost-plus and lump sum billings

Requirements

• High school diploma or GED
• At least 3+ years in an administrative position
• Experience with accounting software
• Exceptional command of Excel and Adobe Acrobat Professional
• Manifest billing experience

PREFERRED QUALIFICATIONS

• Bachelor's degree preferred
  Experience as a construction-related administrative assistant
• Salesforce CRM support
• Microsoft Excel Certified
• Cost Plus
• Smartsheet strongly preferred

KNOWLEDGE, SKILLS, ABILITIES, AND CHARACTERISTICS

• Detail-oriented with strong organizational, team development, and leadership skills
• Ability to prioritize work and handle multiple tasks
• Excellent note-taking skills.
• Able to acknowledge where skillsets can benefit the team and offload team member’s duties.
• Excellent communication skills both written and verbal
• Ability to perform independently with minimum supervision
• Well-developed sense of judgment
• Ability to maintain customer and employee trust and protect operations as needed by keeping information confidential
• Strong interpersonal skills and the ability to interact well within a team
• Ability to use time productively, maximize efficiency, and meet challenging work goals
• Able to demonstrate a serious commitment to accuracy and quality while meeting goals or deadlines
• Ability to take on additional responsibilities as needed as well as determine and manage priorities with minimal guidance
• Must possess and maintain an exceptional work ethic, uphold company values, and demand the highest standard of conduct from self and others
• Professional appearance and a polished image that inspires confidence and trust

WORKING CONDITIONS AND PHYSICAL EFFORT

• Work is usually performed in a typical interior office environment.
• No or very limited exposure to physical risk.
• No or very limited physical effort is required.

This job plan describes, in broad terms, the general functions and responsibility levels of this position.