Administrative Assistant

Glenn O. Hawbaker, Inc.; State College (Centre County); On-site; USD 38,000 - 52,000; Full time

Job summary

Glenn O. Hawbaker, Inc. in Centre County, PA is seeking an Administrative Assistant to support the Vice President Construction, Regional VP, PMs and Estimating with administrative requirements for PennDOT/P3 or private projects.

This non-exempt role will provide clerical, receptionist and project-based support under direct supervision. Candidates should have strong organizational skills, advanced MS Office, and the ability to handle multiple tasks with accuracy.

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 you reside in with acceptable driving record preferred.
• Must be willing to become a Notary Public.

Responsibilities

• Prepare bid documents provided by estimator.
• Prepare solicitations required for municipal/public bids and manage communications.
• Complete corporate information for pre-qualification applications.
• Provide administrative and clerical support for management personnel.
• Perform data entry, word processing, filing, typing, mailing and answering phones.
• Create and maintain spreadsheets as directed.
• Assist in scheduling events and travel arrangements.
• Input, maintain and analyze data as requested.
• Maintain supplies for assigned location.

Skills

MS Office

Advanced MS Excel

Phone etiquette

Data entry

Organizational skills

Time management

Education

High school diploma

Tools

Office equipment

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.