Administrative Assistant Lead - Wheatfield IN

EMCOR Group; LaGrange (GA); On-site; USD 50,000 - 60,000; Full time

Job summary

EMCOR Group seeks an experienced Administrative Assistant to support the Division Manager and Project Managers with information management, document control, and routine clerical tasks. You will draft correspondence, schedule meetings, organize files, and provide information to callers in a fast-paced office.

The ideal candidate has 3–5 years in an administrative role related to construction or operations, a HS diploma (Bachelor's preferred), and strong MS Office skills.

Qualifications

• 3–5 years in an administrative role supporting management.
• HS diploma or GED; Bachelor's degree preferred.
• Experience in construction/operations helpful.
• Familiarity with federal, state, and city guidelines is a plus.

Responsibilities

• Review, correct and enter time sheets and payroll data.
• Process new hire paperwork for field staff.
• Answer phones, route calls, and provide information.
• Enter AP invoices and match to purchase orders.
• Create and maintain databases and reports.
• Maintain filing systems and confidentiality of information.
• Coordinate liaison between field and main office.
• Support project managers with time tracking and site shutdowns.

Skills

Business writing

Organization

Communication

Customer service

Interpersonal skills

Scheduling

Time management

Strategic thinking

Analytical skills

Multi-tasking

Education

High school diploma or GED

Bachelor’s Degree (preferred)

Tools

Microsoft Office

Outlook

Word

Excel

Job description

About Us

We are a full-service electrical construction, maintenance, and design-build firm. We have worked on thousands of projects ranging from commercial tenant improvements and high-rise developments to high-voltage distribution and railroad lighting systems.

Job Summary

The lead Administrative Assistant will be responsible for assisting the Division Manager and Project Managers with information management support and document control. The ideal candidate must perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers. He or she must be reliable, punctual, organized, and have demonstrated ability to juggle multiple priorities in a very busy office.

This role will be located in Northwest Indiana.

Essential Duties & Responsibilities

• Review, correct and enter time sheets into database and payroll software.
• Process and check new hire paperwork for field employees.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Enter and maintain accounts payable invoices and matching against purchase orders to ensure accuracy.
• Create, maintain, and enter information into databases.
• Use computers for various applications, such as database management or word processing.
• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Assist project managers with tracking any lost time and project site shutdowns.
• Process and distribute necessary reports internally and externally.
• Maintain records of work reports, payroll, and other documentation; organized filing system.
• Serve as liaison between field office and main office; project team and field personnel as needed.
• Conserve time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintain confidentiality of company information.
• Escalate critical and/or sensitive issues to the Division Manager with recommendation for resolution.
• Perform additional assignments as required by the company or as directed by management.

Qualifications

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PREFERRED EDUCATION and/or EXPERIENCE

• 3 - 5 years working in an administrative job, supporting management.
• High school diploma or GED required.
• Bachelor’s Degree or currently pursuing preferred.
• Working knowledge of the construction industry, operations management, and safety practices a plus.
• Working knowledge of federal, state, and city regulations and guidelines.

PREFERRED SKILLS and ABILITIES

• Business writing and reporting skills
• Excellent organization, communication, customer service and interpersonal skills
• Scheduling and time management skills
• Strategic, analytical, and multi-tasking skills

COMPUTER SKILLS

• Must demonstrate proficiency in Microsoft Office applications, (i.e. Outlook, Word and Excel).
• Working knowledge of project and financial software a plus.

REQUIRED ATTRIBUTES

The requirements listed below are representative of characteristics and demonstrated capabilities sought to perform this job successfully.

• Must demonstrate integrity, honesty, professionalism, and appropriate concern regarding dissemination of sensitive and confidential information.
• Must have the ability to make sound decisions and produce accurate and timely results in mind.
• Must prioritize and organize work in a fast paced multi-task environment.
• Must monitor and analyze data and solve problems on a tactical and strategic level.
• Must build positive working relationships with multiple levels of employees, management, suppliers, and customers.
• Must demonstrate commitment to company values.

LANGUAGE SKILLS

Must have the demonstrated ability to effectively communicate in English, cooperate, and collaborate with multiple levels of customer, employees, unions, government agencies, vendors and suppliers, and other contractor organizations.

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Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, see, talk, and hear. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee is regularly required to walk, reach with hands and arms, climb or balance and stoop, kneel, crouch, or crawl. The employee may occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee may expect to work in typical office environment conditions except when visiting field locations. Field environments may vary based on project, manufacturing, or weather conditions. The noise level in the work environment is usually moderate to loud.

Benefits

Compensation Range: We offer a competitive Annual Salary starting at $50K - $60K inclusive of a potential annual discretionary bonus.

Benefits: We are committed to providing employees with a comprehensive benefit package which includes medical, dental, and vision coverage, along with health savings and flexible spending accounts, life insurance, disability, a 401(k)/Roth Savings Plan, College Coaching and Employee Assistance Program.

As a leading provider of electrical construction, we are always looking for individuals with the talent and skills required to contribute to our continued growth and success.

Equal Opportunity Employer/Veterans/Disabled

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Affirmative Action Policy

Please review our Affiantive Action Policy.