Administrative Assistant

Cerris Systems; Mesa (AZ); On-site; USD 38,000 - 48,000; Full time

Job summary

Cerris Systems in Mesa, AZ is seeking an Administrative Support professional to handle essential office services, phone system management, and digital filing. This role supports executives with scheduling, events, and document creation in a busy construction-affiliates environment.

The position requires strong organizational skills, excellent MS Office proficiency, and the ability to multitask while maintaining high accuracy and confidentiality. 2+ years of related experience preferred.

Qualifications

• Ability to perform work accurately and completely
• Solid communication skills, verbal and written
• Ability to understand and implement best practice standards
• Knowledge of organizational structure and available resources
• Ability to quickly and effectively solve complex problems
• Ability to multitask while delivering quality through attention to detail
• Excellent organizational skills
• Listening skills
• Ability to adapt to change and stress in the work environment and manage competing demands while maintaining high performance levels
• Ability to be proactive and resourceful when issues arise
• Ability to follow-up on inquiries in a timely manner
• Ability to prioritize multiple projects
• Proficiency in MS Office and all other company utilized software
• Ability to build relationships with team members that transcend a project
• Ability to build relationships and collaborate within a team
• Ability to learn and use a variety of software, tools and systems necessary to meet business needs

Responsibilities

• May be responsible for managing company phone system and corresponding apps, including orders, replacements, assignments, and troubleshooting when necessary.
• Maintain digital filing system.
• Create and update files of various kinds; i.e., documents, spreadsheets, and databases.
• Maintain office phone directory.
• May be responsible for managing login setups, passwords, and password resets for employees.
• Ensure office equipment is in good working order, including troubleshooting and working with equipment vendors.
• Assist with meeting presentations and take minutes as needed.
• Ensure facilities are organized and orderly.
• May be responsible for ordering, tracking, and maintaining office supplies (including branded apparel, gifts, and staff uniforms).
• Plan and organize company events, fundraisers, community service opportunities, parties, etc. with assistance from administrative staff.
• May be responsible for managing vehicle fleet: orders, maintenance, repairs, recalls, vehicle assignments, Samsara software, registrations, gas cards, etc.
• May be responsible for managing/updating contractors' and business licenses.
• May be responsible for managing/tracking employee certifications and clearances such as OSHA, lead, asbestos, NDOC, etc.
• Distribute credit card expense statements to personnel.
• Train staff (new hires and existing) on expense submission and coding.
• Prepare conference spaces for scheduled meetings, including ordering and setting up food, drinks, etc. as necessary.
• Close out kitchen/lunch areas daily and restock as needed.
• Serve as a back up to Receptionist as needed
• Compose and/or edit letters, memos, reports, procedures, etc., as required.
• Promote the company safety culture and safety awareness throughout the company, projects, or office.
• Exercise initiative or, as directed, perform additional duties to meet the needs of the organization.

Skills

Communication skills

Organizational skills

Multitasking

MS Office proficiency

Problem solving

Team collaboration

Education

High School Diploma or GED

Tools

MS Office Suite

Office equipment maintenance

Vendor coordination

Job description

Work hard, have fun! At Cerris Systems, we believe in delivering quality craftsmanship while having fun along the way. Our group of construction companies prides itself on our almost 100-year history, our employee ownership structure, and our competitive pay and benefits. From the moment you start working with us, we've got your growth in mind. We believe Cerris isn't just a great place to start your career - it's a great place to watch it advance for years to come. Come build the Extraordinary with us.

Nature of Work

Provide administrative support services.

Essential Duties & Responsibilities

• May be responsible for managing company phone system and corresponding apps, including orders, replacements, assignments, and troubleshooting when necessary.
• Maintain digital filing system.
• Create and update files of various kinds; i.e., documents, spreadsheets, and databases.
• Maintain office phone directory.
• May be responsible for managing login setups, passwords, and password resets for employees.
• Ensure office equipment is in good working order, including troubleshooting and working with equipment vendors.
• Assist with meeting presentations and take minutes as needed.
• Ensure facilities are organized and orderly.
• May be responsible for ordering, tracking, and maintaining office supplies (including branded apparel, gifts, and staff uniforms.
• Plan and organize company events, fundraisers, community service opportunities, parties, etc. with assistance from administrative staff.
• May be responsible for managing vehicle fleet: orders, maintenance, repairs, recalls, vehicle assignments, Samsara software, registrations, gas cards, etc.
• May be responsible for managing/updating contractors' and business licenses.
• May be responsible for managing/tracking employee certifications and clearances such as OSHA, lead, asbestos, NDOC, etc.
• Distribute credit card expense statements to personnel.
• Train staff (new hires and existing) on expense submission and coding.
• Prepare conference spaces for scheduled meetings, including ordering and setting up food, drinks, etc. as necessary.
• Close out kitchen/lunch areas daily and restock as needed.
• Serve as a back up to Receptionist as needed
• Compose and/or edit letters, memos, reports, procedures, etc., as required.
• Promote the company safety culture and safety awareness throughout the company, projects, or office.
• Exercise initiative or, as directed, perform additional duties to meet the needs of the organization.

Qualifications

• Ability to perform work accurately and completely, and in a timely manner
• Solid communication skills, verbal and written
• Ability to understand and implement best practice standards
• Knowledge of organizational structure and available resources
• Ability to quickly and effectively solve complex problems
• Ability to multitask while delivering quality through attention to detail
• Excellent organizational skills
• Listening skills
• Ability to adapt to change and stress in the work environment and manage competing demands while maintaining high performance levels
• Ability to be proactive and resourceful when issues arise
• Ability to follow‑up on inquiries in a timely manner
• Ability to prioritize multiple projects
• Proficiency in MS Office and all other company utilized software
• Ability to build relationships with team members that transcend a project
• Ability to build relationships and collaborate within a team
• Ability to learn and use a variety of software, tools and systems necessary to meet business needs

Education

High School Diploma or General Education Degree (GED), or equivalent experience

Experience

2+ years or more of related work experience preferred

Physical Demands and Working Environment

• Must be able to lift up to 25 pounds
• Normal office environment
• Frequent activity: sitting, viewing, and typing on computer screen
• Occasional activity: standing, walking, bending, reaching above shoulder

Equal Opportunity Employer

Cerris and its subsidiary companies are an Equal Opportunity Employer-EEO/AA/M/F/D/V/VEVRAA Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.