Administrative Assistant I

theweitzcompany; Cedar Rapids (IA); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Competitive Pay

Bonus Program

Benefits Package

Paid Time Off

401K Match

Tuition Reimbursement

Parental Leave

Life Insurance

Wellness Program

Job summary

The Weitz Company in Cedar Rapids, IA is seeking an Administrative Assistant I to support multiple departments with clerical tasks, event coordination, and invoice processing. The role reports to a supervisor or admin lead and requires strong organizational skills.

Ideal candidates have a high school diploma, at least one year of administrative experience, and proficiency in Microsoft Office. Knowledge of Outlook, Box, and basic accounting is a plus.

Qualifications

• High school diploma required; associate's degree preferred.
• At least 1 year of administrative or related experience.
• Strong MS Office and communication skills; ability to manage multiple tasks.
• Experience with basic accounting and invoicing preferred.

Responsibilities

• Provide clerical and administrative support to multiple departments.
• Prepare meeting notes and routine correspondence.
• Coordinate company events and travel.
• Maintain electronic filing system.
• Process and code invoices and expense reports.
• Input contract revisions into software and manage vendor payments.

Skills

Microsoft Office

PowerPoint

Excel

Word

Communication skills

Organizational skills

Education

High School Diploma

Associate's Degree preferred

Tools

Outlook

Box

Adobe/Bluebeam

Job description

Our Company views employees as our most valuable asset, and the key to our success. We are committed to growing a diverse and inclusive culture that inspires, motivates, and continuously improves. Community involvement, employee empowerment, and strong relationships makes The Weitz Company a great place to work.

The Weitz Company is seeking an Administrative Assistant I in Cedar Rapids, Iowa.

The Administrative Assistant I performs a wide variety of clerical and administrative duties including creating correspondence, coordinating events, and processing invoices. The Administrative Assistant I may report to another administrative role or other assigned supervisory person.

Essential Job Duties and Responsibilities:

• Provide clerical and administrative support to various departments as requested
• Prepare notes for meetings, special reports, memoranda, letters of confidential nature, and routine correspondence on behalf of the business
• Assist in coordination and organization of company events such as meetings, travel, annual awards banquet, conferences, department activities and customer outings
• Maintain electronic filing system that ensures easy and efficient retrieval of information
• Prepare/review/approve expense reports for team members
• Arrange travel for team members
• Accurately input contract revisions into an AIA or consensus document software
• Code invoices to the correct cost code
• Verify subcontractor contracts, subcontractor bonds and insurance requirements are in place with proper coverages prior to commencement of work; monitor expiration dates and renew as needed
• Manage and distribute contract status reports and other cost reports
• Obtain, review and process subcontractor and vendor payments
• File and distribute construction drawings
• Assist in preparation of owner pay applications; maintain related documentation
• Assist project team with pre-qualifications, contract execution, invoices, change orders and other requested documents
• Organize closeout information in conjunction with project team
• Perform other duties as assigned

Qualifications:

• Education: A high school diploma is required; an associate's degree is preferred.
• Experience: Candidate must have a minimum of 1 year of administrative assistance experience or experience in a comparable role. Experience with basic accounting and invoicing is desired.
• Skills: Independent judgment, excellent organizational skills and the flexibility to coordinate multiple projects with frequent interruptions are necessary skills for this position. Interpersonal skills to handle sensitive and confidential situations and analytical ability to gather and summarize data for reports is also necessary. A qualified candidate possesses excellent communication skills and is able to maintain a pleasant and positive attitude, even in difficult situations. Tact and poise are essential.
• Systems: Strong knowledge of Microsoft Office applications (PowerPoint, Excel, Word) is required, as are good typing and general office skills. Basic experience with Adobe or Bluebeam, Outlook, and Box is a plus.

What We Offer:

• Competitive Pay
• Rewarding Bonus Program
• Comprehensive Benefits Package with Tax-Advantaged HSA and FSA offerings
• Employer-Paid Short and Long Term Disability Programs
• Employer-Paid Life Insurance
• Generous Paid Time Off Provisions
• 401K Retirement Savings Plan With Company Match
• Tuition Reimbursement
• Fully Paid Parental Leave
• Voluntary Products including Critical Illness Insurance and Accident Insurance
• Corporate Wellness Program with Wellness Time Off and Rewards

Visa sponsorship is not available for this position at this time.

The Weitz Company is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment (minorities, females, veterans, individuals with disabilities, sexual orientation, gender identity, or other protected categories in accordance with state and federal laws). The Company is a drug and alcohol free workplace and background checks are required if applicable. Click here to review our Privacy Notice.