What are the responsibilities and job description for the Administrative Assistant position at Ultimate Drafting Inc?
Job Title: Administrative Assistant
Division: Operations
Reports To: Administrative Supervisor
Pay Scale: $19-$24
FLSA: Non-Exempt
Position Summary
The purpose of the Administrative Assistant is to provide administrative support and coordination for the company?s projects and operations so that that our office operations can run smoothly and efficiently. To move a project forward through the architectural process by monitoring and documenting the project?s status in our tracking system and communicating the progress to the client.
Minimum Qualifications (Knowledge, Skills, and Abilities)
Education:
- High school diploma or GED (Two years college or equivalent work experience preferred)
Skills, Knowledge, and Abilities:
- Proficient Computer Skills including use of internet and emails.
- Preferred Computer Software Skills: Microsoft Teams, Microsoft Outlook, OneDrive, QuickBooks, Microsoft Office (Word, Excel, PowerPoint) and Adobe Acrobat.
- Computer Hardware: Computers and Apple iPad
- Familiarity with Office Equipment (printers, shredders, scanners, etc.)
- Proficient in writing emails with strong effective communication skills.
- Strong organizational skills and the ability to pay close attention to details while handling multiple simultaneous projects under deadline pressure.
- A ?Can Do? attitude; small or large tasks are no problem and can be handled effectively even under pressure.
- The ability to maintain calm in highly stressful situations.
- Be able to work in a fast-paced environment and meet deadlines.
- Possess a relentless drive to seek out better solutions to problems.
- Capacity to engage professionally with associates and managers at every level.
- Exceptional attention to detail for project file management, procedural writing, and other tasks.
Language: English, Spanish preferred
Travel Required: Valid Driver?s License and reliable vehicle.
Essential Duties and Responsibilities
The essential functions and responsibilities include, but are not limited to the following:
- Communicating and coordinating with clients, contractors, drafters, vendors, and municipalities to perform duties.
- Improving, implementing, and maintaining office procedures.
- Providing administrative support to Senior Management such as preparing reports, proposals, invoices, contracts, correspondence, and other documents.
- Maintaining and updating the company?s records, databases, and systems.
- Collect and input data regarding the status and progress of our projects from various sources, including not limited to, emails, phone calls, city/county portals, invoices, and feedback, into the project tracking software.
AUTHORITIES
The Administrative Assistant has the authority to submit plans online and in-person to an agency on behalf of the owner and/or client in compliance with the contract payment structure.
RESPONSIBILITIES:
- Submit architectural plans and/or documents in person or online to various municipality offices in local and surrounding cities/counties.
- Ensuring all required project documents are completed and submitted in a timely manner.
- Provide administrative support to our drafting team.
- Ensuring all administrative documentation is completed to obtain plan approval.
- Assures adherence to and enforces Company Policies and Procedures.
- Responsible for providing status updates to management and clients.
- Ensuring all invoices have been sent to appropriate clients as per contract and required reimbursements.
- Maintain accurate and up-to-date records of the project data, status, and documentation.
- Communicate with team members, clients, municipalities, and vendors to ensure that everyone is informed and updated on the project status.
- Exercise administrative judgment and assume responsibility for decisions, consequences, and results impacting staff, costs, and/or quality of service within the functional area.
Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers; handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
Must be able to carry 24? x 36? blueprints and additional documents of various weight. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.
The majority of the time will be spent in a climate-controlled, non-smoking office.
Must be available during regular business hours. Required to travel to local and neighboring counties to visit city and county agencies, businesses, and meeting sites with clients.
Note
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an ?at will? relationship.
The company is an Equal Opportunity Employer, drug free workplace.
Salary : $19 - $24