Administrative Assistant

DASHIELL CORPORATION; Fitchburg (WI); On-site; USD 36,000 - 52,000; Full time

Job summary

Dashiell Corporation in Wisconsin seeks an Administrative Assistant to provide clerical support across engineering, project management, and field service teams with minimal supervision.

Key duties include preparing transmittal packages, managing drawings and documents, tracking vendor submissions, handling invoicing and expense reporting, coordinating trainings and onboarding, and supporting multiple departments as needed.

Qualifications

• High school diploma or equivalent required; associates or bachelor’s preferred.

Responsibilities

• Prepare transmittal package to clients, including typing letters, managing drawing lists, and reminders.
• Scan and file checklists and drawings.
• Use document management system to record receipt and submission of drawings.
• Track vendor drawings and monitor status updates.
• Track comments and send reminders to engineers and clients.
• Prepare and review invoices for data entry.
• Coordinate scheduling and setup of in-house trainings and meetings, including lunches and events.
• Coordinate new hire onboarding tasks.
• Provide support across departments as needed.
• Perform general office duties and light lifting as required.

Skills

Microsoft Office Suite

Attention to detail

Communication skills

Teamwork

Time management

Problem solving

Flexibility

Education

High school diploma or equivalent

Associate's or Bachelor's degree in Business or related field

Tools

Document management system

Job description

Primary Function:

The Administrative Assistant will provide clerical support with minimal supervision to the Dashiell engineering, projectmanagement, project controls,and field service teams.

Duties & Responsibilities:

Employee may be called upon to perform any or all of the following functions:

• Prepare transmittal package to be distributed to clients which includes: typing transmittal letters, managing drawing lists, following up with reminders.
• Scanning and filing checklists and drawings.
• Use of the document management system that records the receipt of and submission of Dashiell drawings, vendor drawings and subcontractor drawings
• Track all vendor drawings and monitor status updates
• Track comments received and initiate reminders from internal engineers and external clients
• Responsible for monthly departmental credit card logs/expense reports; distribute to teams, compile and check validity of information submitted, collect backup documents
• Prepare and review invoices for data entry
• Coordinate the scheduling and set up of in-house training seminars and meetings, including lunch arrangements for large groups and holiday events
• Coordinate new hire onboarding tasks
• Ability to wear multiple hats supporting allDashielldepartments
• Perform engineering support tasks and general office duties such as accepting packages, sorting/distributing mail and ordering supplies
• Ability to lift 10lbs on a regular basis and up to 25lbs when necessary
• Ability to stand for long periods of time
• Other duties as assigned

Minimum Qualifications / Experience:

High school diploma or equivalent is required. Associates or Bachelor’s degree in Business or equivalent field is preferred. Twoor more years of administrative support experience and one or more years accounting supportis required.Experience in an engineering or construction firmis preferred.

Skills:

• Demonstrated proficiency with Microsoft Office Suite (Outlook, Word, Excel)
• Demonstrated attention to detail to accurately complete tasks
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Proven communication skills, both oral and written, to convey thoughts, ideas, and facts to a diverse group of individuals including administrators, technicians, sales, and senior management
• Ability to prioritize and work in a fast-paced environment to meet all deadlines
• Ability to work effectively in a team-based environment
• Flexibility for occasional overtime
• Take personal responsibility for the quality and accuracy of his/her work

Physical Requirements:

• This position requires minimal physical effort.
• Must be able to endure prolonged periods sitting at a desk and working on a computer for a minimum of 8 hours a day
• While performing the duties of this job, the employee will primarily work indoors
• Working extended hours may be required periodically.
• May occasionally lift up to 25 pounds at a time.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions as defined per Company policy.

Equal Employment Opportunity:

Dashiell is an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law.

Dashiell Corporation provides a competitive compensation and benefits package. The Company provides life insurance, accidental death & dismemberment insurance, long term disability insurance, and an employee assistance plan at no cost to the employee. Benefit offerings also include a choice of traditional PPO or one of two HDHPs, with corresponding FSA or HSA, dental, vision, supplemental life insurance, short-term disability insurance, critical illness insurance, group accident insurance, hospital indemnity insurance, 401(k) with immediate vesting, and more!

Must be at least 18 years of age and legally authorized to work in the United States on a permanent basis without visa sponsorship.