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ArchKey Solutions · 9 hours ago

Administrative Assistant

United States

Full-time

Remote

Entry Level

1+ years exp

ArchKey Solutions is one of the nation’s largest privately held specialty trade installation and integrated facility service companies. As an Administrative Assistant, you will provide various administrative and office support functions, demonstrating initiative and professionalism while managing tasks such as document preparation, scheduling, and maintaining office organization.

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

Tracks and maintains current information on active projects, project opportunities, schedules and/or training activities as requested

Provides front desk reception tasks when needed, including greeting, and directing guests and vendors, monitoring the visitor log, and issuing visitor badges

Provides phone support in answering and routing incoming calls and communicating messages as needed

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

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

Qualification

Microsoft OfficeHRISApplicant tracking systemsOrganizational skillsCommunication skillsProblem-solving 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 with technical tools such as HRIS and applicant tracking systems helpful

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