Jobsite Administrative Assistant

Cerris; Pecos (TX); On-site; USD 34,000 - 48,000; Full time

Job summary

Cerris Systems is seeking an administrative support professional to provide essential services across the office. The role involves handling phones, creating documents, managing access and passwords, and coordinating with vendors to keep equipment in top condition.

You will assist with meetings, minutes, and event planning, while maintaining organized facilities and a smooth day-to-day operation within a team-oriented environment.

Qualifications

• High School Diploma or GED or equivalent experience.
• 2+ years of related work experience preferred.
• Proficiency in MS Office and similar software.
• Strong communication and organizational skills.

Responsibilities

• Provide administrative support services.
• Manage company phone system and related apps, including orders, replacements, assignments, and troubleshooting.
• Create and update files: documents, spreadsheets, and databases.
• Manage login setups, passwords, and password resets for employees.
• Ensure office equipment is in good working order and coordinate with vendors.
• Assist with meeting presentations and take minutes as needed.
• Ensure facilities are organized and orderly.
• May handle ordering and tracking of office supplies and branded items.
• Plan and organize company events with staff support.
• Back up Receptionist as needed.

Skills

Strong communication

Organizational skills

Multitasking

Problem-solving

Education

High School Diploma or GED

Tools

MS Office

Job description

Work hard, have fun! At Cerris Systems, we believe in delivering quality craftsmanship while having fun along the way. Our group of construction companies prides itself on our almost 100-year history, our employee ownership structure, and our competitive pay and benefits. From the moment you start working with us, we’ve got your growth in mind. We believe Cerris isn’t just a great place to start your career – it’s a great place to watch it advance for years to come.

Nature of Work

Provide administrative support services.

• May be responsible for managing company phone system and corresponding apps, including orders, replacements, assignments, and troubleshooting when necessary.
• Create and update files of various kinds; i.e., documents, spreadsheets, and databases.
• May be responsible for managing login setups, passwords, and password resets for employees.
• Ensure office equipment is in good working order, including troubleshooting and working with equipment vendors.
• Assist with meeting presentations and take minutes as needed.
• Ensure facilities are organized and orderly.
• May be responsible for ordering, tracking, and maintaining office supplies (including branded apparel, gifts, and staff uniforms.
• Plan and organize company events, fundraisers, community service opportunities, parties, etc. with assistance from administrative staff.
• May be responsible for managing vehicle fleet: orders, maintenance, repairs, recalls, vehicle assignments, Samsara software, registrations, gas cards, etc.
• May be responsible for managing/updating contractors' and business licenses.
• May be responsible for managing/tracking employee certifications and clearances such as OSHA, lead, asbestos, NDOC, etc.
• Distribute credit card expense statements to personnel.
• Train staff (new hires and existing) on expense submission and coding.
• Prepare conference spaces for scheduled meetings, including ordering and setting up food, drinks, etc. as necessary.
• Close out kitchen/lunch areas daily and restock as needed.
• Serve as a back up to Receptionist as needed
• Compose and/or edit letters, memos, reports, procedures, etc., as required.
• Promote the company safety culture and safety awareness throughout the company, projects, or office.
• Exercise initiative or, as directed, perform additional duties to meet the needs of the organization.

Qualifications

• Ability to perform work accurately and completely, and in a timely manner
• Solid communication skills, verbal and written
• Ability to understand and implement best practice standards
• Knowledge of organizational structure and available resources
• Ability to quickly and effectively solve complex problems
• Ability to multitask while delivering quality through attention to detail
• Excellent organizational skills
• Ability to adapt to change and stress in the work environment and manage competing demands while maintaining high performance levels
• Ability to be proactive and resourceful when issues arise
• Ability to follow-up on inquiries in a timely manner
• Ability to prioritize multiple projects
• Proficiency in MS Office and all other company utilized software
• Ability to build relationships with team members that transcend a project
• Ability to build relationships and collaborate within a team
• Ability to learn and use a variety of software, tools and systems necessary to meet business needs

Education

• High School Diploma or General Education Degree (GED), or equivalent experience

Experience

• 2+ years or more of related work experience preferred

Physical Demands and Working Environment

• Must be able to lift up to 25 pounds
• Normal office environment
• Frequent activity: sitting, viewing, and typing on computer screen
• Occasional activity: standing, walking, bending, reaching above shoulder

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Cerris and its subsidiary companies are an Equal Opportunity Employer-EEO/AA/M/F/D/V/VEVRAA

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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.