Administrative Assistant

Penhall Company and Penhall Technologies

Orlando (FL)

On-site

USD 50,000 - 60,000

Full time

14 days+

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Benefits offered by this job

Medical Insurance

Vision Insurance

401(k)

Student Loan Assistance

Tuition Assistance

Job summary

A leading company in the construction industry is seeking an Administrative Assistant to support branch operations. The role involves processing billing, compliance with payroll, and coordinating administrative tasks to ensure the smooth operation of the branch. Ideal candidates will possess strong communication and organizational skills, with prior experience in administrative roles preferred.

Qualifications

1-2 years of administrative experience in a related field.
Familiarity with construction industry terminology preferred.
Ability to maintain confidentiality.

Responsibilities

Manage billing and assist with collections.
Support new employee onboarding.
Prepare internal reports and documentation.

Skills

Customer Service

Communication

Organizational Skills

Time Management

Education

High School Diploma

Tools

Microsoft Office Suite

Job description

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The Administrative Assistant plays a key role in supporting the branch’s daily operations by providing professional and efficient administrative support. This position interacts with internal teams and external stakeholders to ensure timely and accurate execution of business processes, contributing to the overall success of the branch.

Duties and Responsibilities:

Process billing and assist with collections to ensure timely and accurate invoicing and cash flow.
Compile employee time, production data, and payroll records, including certified payroll, in compliance with company and regulatory requirements.
Support new employee onboarding including paperwork, safety training scheduling, and DOT compliance through DISA software.
Serve as the first point of contact by answering incoming calls, handling routine inquiries, and directing more complex matters to the appropriate personnel.
Prepare reports, spreadsheets, and documentation for internal use, including analysis and data comparisons as needed.
Manage the execution and routing of contracts, subcontracts, and change-order documents for supervisor review and signature.
Coordinate mail services, shipping/receiving of packages, and manage office supply deliveries and inventory.
Arrange travel, hotel accommodations, and per diem logistics for field staff in accordance with project requirements.
Collaborate with internal stakeholders across the company, including field staff, operations, sales, and administrative teams in other branches and at corporate headquarters.
Assist with additional administrative tasks and projects as assigned by the supervisor, contributing to smooth and effective branch operations.
Maintain a high level of confidentiality, professionalism, and emotional intelligence when interacting with team members and external contacts.

Required Skills and Abilities:

Strong customer service and interpersonal skills.
Proficient verbal and written communication skills.
Ability to maintain confidentiality at all times.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office systems.
Strong organizational and time management skills, with the ability to multitask and prioritize in a fast-paced environment.
Working knowledge of payroll processing, certified payroll, billing, accounts payable (A/P), and collections/accounts receivable (A/R).
Familiarity with construction industry terminology, procedures, and administrative practices is a plus.

Education and Experience:

High school diploma or equivalent industry experience required.
1–2 years of business or industry-related administrative experience required.
Experience in a construction or related service environment preferred.

Legal Disclaimer:

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

Penhall Company is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, compensation inquiries, discussions or disclosures, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state or local protected class. (41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a))

This job description is intended to describe the general nature and level of work being performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required. Penhall Company reserves the right to modify, add, or remove duties and to assign other responsibilities as necessary.

Seniority level