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ArchKey Solutions · 2 weeks ago

Risk Management Administrative Assistant

Fenton, MO

Full-time

Onsite

Entry Level

1+ years exp

ArchKey Solutions is one of the nation’s largest privately held specialty trade installation and integrated facility service companies. The Risk Management Administrative Assistant will provide various administrative and office support functions, ensuring compliance with company policies and assisting in maintaining office organization and communication support.

Civil EngineeringConstructionElectrical DistributionFacilities Support ServicesInfrastructure

Responsibilities

Establishes and maintains office organization and assists with a full range of administrative duties, including document preparation, filing, tracking metrics and ordering office supplies

Responsible for issuing Certificates of Insurance to customers and receiving/reviewing COIs from subcontractors, ensuring compliance with minimum requirements

Schedules and coordinates the details for appointments, meetings, training, conference calls and event planning as requested

Maintains organization of assigned conference rooms and ensures supplies are available as needed

Schedules conference rooms as requested

Updates and prints conference room calendars as needed

Accurately prepares, receives, sorts, copies, faxes, files, retrieves, and distributes Company and/or client correspondence, project documents and reports as needed

This may include proposals, presentation materials, payroll reports, manuals, and other documents

Maintains confidentiality and urgency as appropriate

Provides a variety of mail support by receiving, sorting, and distributing incoming mail and packages

Prepares outgoing mail and packages including pick-up and tracking as needed

Arranges for couriers when needed

Meters all mail and prepares certified mail according to guidelines provided

Maintains employee mail folders as appropriate

Tracks interview information, processes paperwork and/or maintains system data for new hires and drug testing, as needed

Assists in welcoming new employees to the Company

Accurately and confidentially maintains Company records and other sensitive business and client data and intellectual property

Prepares purchase order reports and coordinates purchase order request calls as needed per guidelines provided

Orders printer supplies and tracks usage of several copiers for monthly readings

Creates, maintains and distributes support documents such as project binders, employee phone and pager listings, email address listings and vendor contact information

Creates and distributes general Company announcements and orders flowers or other items for significant employee events

May coordinate employee ticket raffles and drawings

Stocks and maintains employee first aid kit(s) per guidelines provided

Maintains professional and technical knowledge by establishing solid networks and communicating well with co-workers, customers, project managers, foremen, sub-contractors, vendors, office staff and field personnel

May record employee absences, vacations, and other data into the payroll report for weekly payroll administration

May review and process employee expense reports as needed

May maintain petty cash box for employee use

Locks cash box as needed

Consistently makes decisions in an attentive and safe manner to ensure the safety and health of self and others

Utilizes LEAN concepts or other continuous improvement methodologies to ensure the most efficient operations, processes, and activities

Promotes and models the Company mission, vision and values through exercising sound and ethical business practices, championing all elements of diversity, equity, and inclusion (DEI) and providing high quality services and programs as they relate to clients, subcontractors, co-workers, suppliers, and the public

Qualification

Risk Management supportInsurance compliance supportMicrosoft OfficeHRIS experienceCustomer serviceProblem-solving skillsOrganizational skillsCommunication skillsTime management

Required

High School diploma or equivalent

Minimum 1-3 years of administrative support experience, preferably in manufacturing, construction, or a related business

Experience with Microsoft Office software applications

Experience working closely with confidential and proprietary information and maintaining integrity of conversations and data where needed

Strong professional team player, with effective collaboration, organizational and relationship-building skills

Demonstrated elevated level of integrity and dependability

Ability to manage workflow and meet deadlines in a fast-paced environment with multiple and sometimes changing priorities independently and effectively

Excellent written communication skills, including high quality documentation and report preparation

Strong listening, interpersonal and verbal communication skills

Strong telephone communication skills

Strong independent problem-solving skills, detail orientation, customer service and time management skills