Service Administrative Assistant

Span Construction & Engineering, Inc.; United States; On-site; USD 40,000 - 55,000; Full time

Job summary

Span Construction & Engineering, Inc. is seeking an Administrative Assistant to support the Service Department with clerical duties, data entry, and document control.

The role involves preparing contracts, bills, and reports, answering phones, and coordinating travel for technicians. The ideal candidate has at least 3 years of administrative support experience, high school diploma or equivalent, and strong MS Office skills including Word, Excel, PowerPoint, and Outlook.

Qualifications

• Administrative support experience and ability to handle clerical tasks.
• Strong organizational and communication skills.
• Proficiency with MS Office and data entry.

Responsibilities

• Prepare billings, contracts, change orders and reports using MS Word, Excel, and presentation software.
• Answer phones and handle correspondence; file and retrieve documents.
• Conduct research, compile data, and prepare papers for managers and project leads.
• Train or assist other clerical staff and assist technicians with administrative tasks.
• Arrange travel for service technicians and record meeting notes.
• Attend meetings and distribute notes; provide high-level service to clients and coworkers.

Skills

Administrative support

Communication

Time management

Education

High school diploma or equivalent

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

Position Summary

Provide administrative support to the Service Department by conducting research, preparing statistical reports, handling information requests, and performing administrative/clerical functions such as preparing correspondence, billings, contracts, filing, answering phones, document control, etc. May also train and assist other administrative or clerical staff, liaison between technicians and office management, and any other special projects as assigned by management.

Reasonable Accommodations Statement

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Essential Functions

Safety Responsibilities

• Prioritize safety as the utmost importance, even before production, and promote a team culture that makes safety the primary focus for all employees at all times
• Adhere to safety procedures in accordance with OSHA safety policies and regulations

Strategic Responsibilities:

• Fully understands and shares a passion for the Company’s core values, mission, and objectives.
• Builds and maintains strong relationships as trusted advisors to our clients.

Other Responsibilities:

• Performs general office duties such as maintain records, manually and digitally filing documents, and basic bookkeeping work.
• Interprets administrative and operating policies and procedures for employees.
• Prepares billings, contracts, change orders, change order proposals, reports, memos, letters, transmittals and other documents, using Microsoft Word, Excel spreadsheets, other databases, and /or presentation software.
• Reads and analyzes incoming memos, e-mail, correspondence, submissions, and reports in order to determine their significance and plan their distribution.
• Files and retrieves corporate documents, records, and reports.
• Opens, sorts, and distributes incoming correspondence, including faxes and email.
• Conducts research, compiles data, and prepares papers for consideration and presentation by project managers, and management.
• Conducts and analyzes internet research.
• Trains or assists other administrative or clerical staff.
• Assists with making travel arrangements for Service Technicians, as needed.
• Attends meetings in order to record notes.
• Compiles, transcribes, and distributes meeting notes.
• Provides our Clients and co-workers with the highest level of service and quality.
• Performs any special projects as directed by management.
• Runs company errands.

Education: High school graduate or equivalent

Experience: 3 years of experience in administrative support

Computer Skills: Microsoft Word, Excel, PowerPoint, Outlook. Type 45 words per minute.

Certifications & Licenses: None

Other Requirements: Must be able to receive instruction and supervision.