Project Administrative Assistant

M. A. Mortenson Company; Seattle, Town of Islip (WA, NY); On-site; USD 80,000 - 100,000; Full time

Job summary

An established industry player is looking for a proactive Project Administrative Assistant to join their dynamic team. In this role, you will be the backbone of business operations, providing crucial administrative and operational support to ensure the team stays focused and organized. Your responsibilities will include managing communication, maintaining records, and assisting with procurement and logistics. This is an exciting opportunity to work in a collaborative environment where your contributions directly impact the success of various projects. If you thrive in a fast-paced setting and have a knack for organization, this position is perfect for you.

Qualifications

• 3+ years of administrative experience supporting teams.
• Proficient in Microsoft Office, especially Excel and PowerPoint.

Responsibilities

• Provide administrative support and handle incoming calls.
• Maintain records, prepare materials for meetings, and assist with inventory.

Skills

Problem-solving skills

Communication skills

Organizational skills

Flexibility

Attention to detail

Education

Associate's degree in business

Tools

Microsoft Office Suite

Job description

Overview

Mortenson’s success is not a matter of luck; it’s a result of our ingenuity, expertise, and exceptional people coupled with our unparalleled focus on customer service.

Our foundation and culture are based upon our values of trust, safety, teamwork, responsibility, service, and stewardship. We are inspired by a compelling purpose to build structures and facilities for the advancement of modern society and a mission to create an exceptional customer experience. Mortenson has built a reputation for being a leader in our industry and in the communities in which we live and work.

It all starts with our extraordinary people and collaborative teams. Mortenson has been voted a "best place to work" over 40 times since 2002…

What are you waiting for?

The Big Picture:

Are you able to anticipate the needs of a team before they arise? Do you want to help a team stay focused on their projects by resolving operational and administrative issues? Mortenson is currently seeking a strong performer with the ability to work well with a variety of staff at all levels in an ever-changing environment, remaining flexible, inventive, enthusiastic, and efficient with a high level of integrity and confidentiality. As a Project Administrative Assistant, you are at the heart of the business operations and activities and the soul that keeps your team moving forward.

You will be handling a wide range of administrative and executive support tasks with an aptitude to work independently or with little supervision. You move quickly with the changing environment and are up to date with the latest software and services. You also use that knowledge to strategically support your team's projects.

Responsibilities

What will you be doing?

Organization and flexibility are critical in performing duties which include, but are not limited to:

• Provide administrative and operational clerical support to the department or staff
• Handle incoming calls and providing general information, forward calls to the appropriate party and take messages as required.
• File and maintain written records along with crafting electronic copies for records
• Receive, sort and record deliveries into computer database
• Prepare daily outbound deliveries
• Prepare materials for design and construction meetings
• Record and update meeting minutes for the various site meetings
• Responsible for procurement of consumable materials and office supplies
• Assist Superintendent with equipment inventory tracking and organization
• Support Superintendent with the entry of craft worker time cards
• General support for the project team as needed with various day-to-day tasks
• Schedule, track and log all repairs and standard maintenance for the work trucks
• Provide maps and directions to any visitors, subcontractors, deliveries, or new employees
• Responsible for maintaining office organization and tidiness

Qualifications

How do you succeed?

• Three years administrative experience, preferably supporting a large number of team members
• Proficiency in Microsoft Office suite, including Excel, Email and Calendar systems, and PowerPoint
• Detail oriented, with excellent problem-solving skills, meticulous, upbeat, adept at succeeding in a rapidly changing environment
• Strong communication skills with high degree of integrity in both written and verbal communications
• Curious and proactive

Education:

• An associate’s degree in business or related administrative experience preferred.

Mortenson is an EOE/Affirmative Action/M/F/Veteran/Disabled employer.