Iron Fabrication Services Inc. ยท 3 weeks ago
Administrative Assistant - Bilingual Required (Spanish)
Annapolis, MD
Full-time
Onsite
New Grad, Entry LevelIron Fabrication Services (IFS) is a leading fabricator and supplier of steel for major construction projects. They are seeking a skilled and detail-oriented Administrative Assistant to provide essential administrative support and ensure the efficient daily operation of the office.
Building MaterialManufacturingWholesale
Responsibilities
Answer, screen, and route inbound phone calls
Greet visitors, clients, and job candidates in a professional manner
Maintain office supply inventory for the Maryland office
Collect and distribute daily mail; prepare checks for mailing
Assist subcontractors with inquiries as needed
Ensure all paperwork is properly scanned, organized, and filed
Coordinate with the Logistics Manager to ensure checks and documents are sent out promptly
Provide general support to the Office Manager as assigned
Track all hours worked for hourly staff and salaried superintendents using BusyBusy
Ensure Foremen submit timesheets on time
Verify that Daily Reports are uploaded to Procore
Maintain accurate data entry on a daily basis
Generate weekly estimated payroll reports from BusyBusy
Process subcontractor reports for weekly invoicing
Assist with various stages of the hiring process
Communicate and, when necessary, translate the hiring process for potential candidates
Schedule welding tests with the shop and manage related calendars
Schedule interviews for the Office Manager and Director of Operations
Review and monitor completion of all new hire paperwork
Coordinate with the Procurement Manager to ensure PPE is provided to new hires
Conduct new hire training, including BusyBusy app use and Safety Orientation
Qualification
Required
High school diploma or equivalent
Fluency in English and Spanish, with strong verbal and written communication skills
Strong attention to detail and accuracy
Digital literacy and research skills, including ability to evaluate information reliability
Proficiency in Microsoft Office (Excel, Outlook, Word, etc.)
Strong calendar and scheduling management skills
Excellent written and verbal communication abilities
Effective time management, multitasking, and adaptability
Basic math and accounting skills
Professional demeanor with strong interpersonal skills and the ability to de-escalate tense situations
Proactive approach to problem-solving and improving processes
Ability to work independently and collaboratively
Ability to handle confidential information with discretion
Preferred
Associate degree preferred
Company
Iron Fabrication Services Inc.
The company's mission is to provide cost effective and quality products and services for metal construction projects.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase