Administrative Assistant
Employment type: Full-time

The South Shore Administrative Assistant supports General Management and field operations. The Administrative Assistant primarily supports submittals, scheduling, intake, data entry, copying, scanning, and other essential support tasks. The Administrative Assistant reports directly to the Office Manager.

 

The Administrative Assistant must be capable of communicating policies, schedules, benefits, and other internal requirements to staff and employees; track materials and expendable items and replace them when needed based on company policies and procedures; review payroll and expense documents from employees. The Administrative Assistant maintains records and follows up with staff as appropriate when aware of changes or variances.

Knowledge/Skills/Abilities:

  • Provide day to day support to the Office Manager

  • Answer/screen telephone calls when needed; send out communications on behalf of General Management and Ownership

  • Manage and maintain the job database and ensure proper filing of paper and electronic records in accordance with company policies and procedures

  • Manage and maintain inventories of office supplies; anticipate ordering needs and ensure availability

  • Assist in monitoring employee compliance with reporting submissions and report non-compliance to supervisors (i.e. time and expenses)

  • Monitor and maintain company administrative policies and procedures and appraise the Office Manager of required updates

  • Participate in cash management, flash reporting, data acquisition efforts

  • Other administrative support duties as assigned

Additional Qualifications:

  • Excellent customer service and support skills; excellent communications etiquette

  • 1 or more years of successful small business administrative office manager support; working with a construction firm a plus

  • General knowledge of Microsoft Office skills (Word, Excel); PowerPoint, Outlook email configuration are pluses

  • High School Diploma/GED

  • Employee must be willing to sign a confidentiality agreement prohibiting disclosing company confidential and proprietary information, in particular, and not limited to: financials, clients and customers, vendors and suppliers without prior General Manager consent

  • Must have or be able to obtain notary public certification and willing to use it as part of employment

  • Must provide 1 to 3 references

  • Must meet and maintain South Shore minimum insurance requirements

  • This position requires successful completion of a drug screening

  • This position requires a successful MVR check

  • Valid Driver’s License

  • Able to legally work in the United States

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