Administrative Assistant
Heck Construction Company Inc. is seeking a highly organized, self-motivated, and detail-oriented Administrative Assistant to support our Commercial Construction team. This individual will play a vital role in the day-to-day operations of the department by managing project documentation, assisting with financial processes, supporting project managers, and providing exceptional administrative support. The ideal candidate thrives in a fast-paced environment, can effectively manage multiple priorities, and is proficient in Microsoft Office applications.
Key Responsibilities
- Prepare and process AIA billing for commercial construction projects.
- Execute and distribute subcontract agreements to subcontractors.
- Process and track project submittals.
- Enter purchase orders (POs) and invoices into QuickBooks and internal tracking spreadsheets.
- Distribute purchase orders and invoices to Project Managers for review and approval.
- Generate and maintain project profitability reports.
- Answer and direct incoming phone calls in a professional and courteous manner.
- Provide administrative support to the Commercial Construction team, including Project Managers and department leadership.
- Assist with operation and troubleshooting of office printers and plotters, including printing construction drawings and project documents.
- Maintain organized electronic and hard-copy project files.
- Coordinate multiple administrative tasks while meeting deadlines and maintaining accuracy.
- Perform other administrative duties as assigned to support department operations.
Qualifications
- Associate degree or equivalent administrative experience preferred.
- Previous experience in the construction industry is preferred.
- Experience with AIA billing is preferred.
- Working knowledge of QuickBooks is preferred.
- Proficient in Microsoft Office Suite, including:
- Outlook
- Word
- Excel
- Teams
- Excellent organizational, time management, and multitasking skills.
- Strong attention to detail and commitment to accuracy.
- Self-motivated with the ability to work independently and as part of a team.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality and handle sensitive information professionally.
Key Attributes
- Detail-oriented and organized
- Strong problem-solving skills
- Positive attitude and willingness to help others
- Dependable and reliable
- Ability to prioritize multiple tasks in a fast-paced environment
- Team player with excellent customer service skills
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance