Administrative Assistant

Glenn O. Hawbaker, Inc.; State College (Centre County); On-site; USD 40,000 - 52,000; Full time

Job summary

Glenn O. Hawbaker, Inc. is seeking an Administrative Assistant to support the Vice President Construction, Regional Vice President and project teams with a wide range of clerical and project-based tasks.

This non-exempt role operates under direct supervision and helps maintain a professional company image through in-person and phone interactions. The position involves bid document preparation, corporate pre-qualification work, data entry, scheduling, and office management duties, with occasional

Qualifications

• Must have strong organizational and time management skills.
• Excellent interpersonal verbal and written communication skills.
• Must have advanced knowledge of MS Office and general office equipment.
• Must have strong decision making skills and be detail oriented.
• A valid driver's license for the state in which you reside with acceptable driving record per company minimum standards for drivers preferred.
• Must already be or be willing to become a Notary Public.

Responsibilities

• Prepare bid documents provided by estimator.
• Prepare solicitations required for municipal/public bids (including preparation of solicitation, e mailing, faxing, calling, and completing the call log)
• Complete corporate information required for pre-qualification applications required for municipal/public/private bids.
• Provide administrative and clerical support for a variety of management personnel.
• Perform a variety of office duties including data entry, word processing, filing, typing, photocopying, mailing, and answering phones.
• Create and maintain spreadsheets as directed.
• Assist in scheduling events as directed (including registrations, hotel and flight reservations).
• Input, maintain and analyze data as requested.
• Maintain and order office and kitchen supplies for assigned location.

Skills

Organizational skills

Communication skills

Time management

Confidentiality

Education

High school diploma or equivalent

Tools

MS Office

Copiers / Printers

Job description

Job Summary

Assist the Vice President Construction, Regional Vice President, Project Managers (PM's) and Estimating with the administrative requirements for PennDOT/P3 or private projects. Perform a variety of office duties including clerical, receptionist and project based work. Project a professional company image through in person and phone interaction. This non-exempt position will work with direct supervision.

Essential Functions

• Prepare bid documents provided by estimator.
• Prepare solicitations required for municipal/public bids (including preparation of solicitation, e mailing, faxing, calling, and completing the call log
• Complete corporate information required for pre-qualification applications required for municipal/public/private bids.
• Provide administrative and clerical support for a variety of management personnel.
• Perform a variety of office duties including but not limited to data entry, word processing, filing, typing, photocopying, mailing, and answering phones.
• Create and maintain spreadsheets as directed.
• Assist in scheduling events as directed (including registrations, hotel and flight reservations).
• Input, maintain and analyze data as requested.
• Maintain and order office and kitchen supplies for assigned location.
• May occasionally be required to work more than 40 hours per week and non-traditional hours, including, but not limited to, weekends and evenings during heavy bidding timeframes, as necessary.
• Exercise proper care and maintenance of company equipment.
• Perform additional assignments per supervisor's direction.

Knowledge Of

• Advanced knowledge of MS Office, including Excel, PowerPoint and Outlook.
• General office equipment, such as computers, faxes, copiers, etc.
• Professional telephone protocol.
• Professional correspondence.
• The heavy construction industry.
• PennDOT ECMS or similar systems for private or non PennDOT jobs preferred

Ability To

• Learn and follow GOH company policies and procedures.
• Interact with employees at all levels of the company in a professional and supportive manner, as well as with visitors to GOH.
• Ability to travel as needed to attend company-mandated trainings and other company-sponsored events.
• Handle a high volume of work with accuracy.
• Prioritize and manage multiple projects simultaneously.
• Follow through on issues in a timely manner.
• Efficiently and flexibly deal with changing priorities.
• Be proactive and resourceful.
• Maintain confidentiality.
• Use good judgment.
• Work in a fast paced environment, sometimes under pressure.
• Type 60 plus words per minute preferred.

Qualifications

• Must have strong organizational and time management skills.
• Must have excellent interpersonal verbal and written communication skills.
• Must have advanced knowledge of MS Office and general office equipment.
• Must have strong decision making skills and be detail oriented.
• A valid driver's license for the state in which you reside with acceptable driving record per company minimum standards for drivers preferred.
• Must already be or be willing to become a Notary Public.

Education

• High school diploma or equivalent.

Experience

• Prefer 3 years of as an Administrative Assistant experience supporting a company officer in a small to medium sized company.

Physical Requirements

• Constant (67 100%) Talk and hear in conversations with customers directly or on the telephone.
• Constant (67 - 100%) - Sit for sustained periods of time.
• Constant (67 - 100%) - See and read PC screens.
• Constant (67 - 100%) - Use fingers/hands to type and file.
• Constant (67 - 100%) - use basic office equipment such as phones, computers, file cabinets, copier, etc.
• Frequently (34 - 66%) Bending, stooping, stretching, and prolonged standing.
• Occasionally (0 - 33%) - Lift and/or transport items weighing less than 25 pounds from one location to another.
• Occasionally (0 - 33%) - Operate and sit in vehicle for sustained periods of time.
• Occasionally (0 - 33%) - Walk and work on uneven terrain.
• Occasionally (0 33%) - Wear Personal protective equipment.
• Occasionally (0 - 33%) - Stand for long periods of time.