Administrative Assistant - Construction Site

FacadeToday; Austin, Northern (TX, KY); Hybrid; USD 38,000 - 56,000; Full time

Job summary

FacadeToday is seeking an Administrative Assistant in Austin, TX to provide comprehensive administrative support to a designated team. You will manage calendars, coordinate meetings, and handle confidential information with discretion.

The role requires strong organizational and communication skills, proficiency in Microsoft Office, and the ability to multitask while maintaining accuracy and independence in a fast-paced environment.

Qualifications

• Strong organizational and time-management skills.
• Excellent verbal and written communication abilities.
• Strong attention to detail and accuracy.
• Proficient in Microsoft Office Suite.
• Able to handle confidential information with discretion.
• Able to multitask and prioritize effectively.
• Able to work independently and proactively.

Responsibilities

• Provides general administrative support such as answering phones, handling inquiries, and managing emails.
• Writes and maintains organized filing systems and ensures documents are readily accessible.
• Handles confidential information with discretion.
• Manages calendars for assigned team members and schedules meetings.
• Coordinates meetings, prepares agendas, and records minutes when required.
• Acts as a liaison between departments, clients, and external partners.
• Drafts and edits correspondence and reports as needed.
• Orders and maintains office supplies and stock levels.
• Inputs data into databases and runs reports.
• Maintains accurate records and files.

Skills

Organizational skills

Time management

Verbal & written communication

Attention to detail

Confidential information handling

Multitasking

Independent work

Education

High school diploma

Office administration qualification

Tools

Microsoft Office Suite

Job description

Overview:

The Administrative Assistant will provide administrative support to ensure efficient operation of the assigned group, department, or individual. The Administrative Assistant will perform a variety of tasks, including managing schedules, coordinating meetings, handling confidential information, maintaining databases, and maintaining office supplies.

Essential Functions:

1. 90%

• Provides general administrative support such as answering phones, handling inquiries, and managing emails.
• Maintains filing systems and ensures all documents are organized and easily accessible.
• Handles confidential information with discretion.
• Manages calendars for assigned team members, scheduling appointments and meetings as needed.
• Coordinates and organizes meetings, including preparing agendas and taking meeting minutes when required.
• Acts as a liaison between departments, clients, and external partners.
• Drafts and edits correspondence, reports, and other documents as needed.
• Orders and maintains office supplies, ensuring adequate stock levels.
• Inputs data accurately into various databases and systems and runs reports.
• Maintains accurate records and files.

2. Performs other duties as assigned. 10%

Education and Experience:

• High school diploma required. Additional qualifications in office administration or a related field would be beneficial.
• Previous experience in an administrative role is preferred.

Skills/Abilities:

• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Able to handle confidential information with discretion.
• Able to multitask and prioritize tasks effectively.
• Able to work independently and proactively.

Work Environment:

• Construction site environment/job site trailer with some local travel required.

Physical Demands:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 10 pounds at times.