Administrative Assistant - Construction Site

Ultipro; Austin, Northern (TX, KY); Hybrid; USD 38,000 - 48,000; Full time

Job summary

Ultipro in Austin, TX is seeking an Administrative Assistant to provide essential support to the assigned group. The role involves scheduling, meeting coordination, handling confidential information, and maintaining databases and office supplies.

You should be highly organized, able to multitask, and communicate clearly both verbally and in writing. Proficiency with Microsoft Office and the ability to work independently with limited supervision are required.

Qualifications

• High school diploma required; additional office administration qualifications are beneficial.
• Previous administrative experience is preferred.

Responsibilities

• Answers phones, handles inquiries, and manages emails.
• Maintains filing systems and ensures documents are accessible.
• Handles confidential information with discretion.
• Manages calendars and schedules appointments.
• Coordinates meetings, prepares agendas, and takes minutes.
• Liaises between departments, clients, and external partners.
• Drafts and edits correspondence and reports.
• Orders and maintains office supplies.
• Inputs data into databases and runs reports.
• Maintains accurate records and files.

Skills

Organizational skills

Time management

Verbal communication

Written communication

Attention to detail

Microsoft Office

Discretion

Multitasking

Independent worker

Site travel

Education

High School Diploma

Job description

Job Category: Administration

Locations

Showing 1 location

Austin, TX 78741, USA

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.
• 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.

Equal Opportunity Employer
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.