administrative assistant

_*Administrative Assistant Position Overview*_ _We're expanding and are on the hunt for a highly-organized, proactive Administrative Assistant to join our team. This on-site role acts as the backbone of our daily operations, providing essential support that helps the office run smoothly. The ideal candidate would be a skilled multi-tasker with excellent communication, a sharp attention to detail, and the ability to anticipate needs before they arise. Although this is a temporary job assignment, your contributions would directly boost team productivity and overall success of our organization. We are willing to permanently hire and train the right candidate. There are opportunities to learn safety administration, and project coordination should this be of interest. If you have office administration experience in the construction industry, particularly in Glazing, we would love to hear from you!_ *Administrative Assistant Duties and Responsibilities* *Key Administrative Assistant Tasks:* * Communication & Office Reception: Answer & direct phone calls and take messages; manage email inbox (read, sort, forward & file emails and attachments accordingly); greet visitors; manage mail and packages; draft professional correspondence for both internal employees and external clients * Administrative Support: Prepare documents and reports; maintain filing systems; process expense reports; manage contact lists * Calendar & Meeting Coordination: Maintain multiple calendars to optimize workflow; schedule and confirm appointments; prepare Service Repair sheets for dispatched site visits; staff meeting agendas, and take minutes; coordinate crew work schedules with employer * Office Operations: Liaise with crew members to relay dispatch details; prepare purchase order requests and place materials orders; contact vendors for product specs & inventory availability; follow up with suppliers and logistical service providers to find out anticipated fabrication times & delivery dates; monitor office/janitorial supply levels and re-order as needed; arrange repair service visits and direct contractors while on premises during business hours; employ Emergency Preparedness protocols when needed; maintain First Aid supply cabinets; assist with process improvements * Bookkeeping Support: Enter data into accounting software; call customers to obtain payment information; post payments & provide receipts to customers; scan & save A/P invoices, expense receipts & file paperwork; prepare bank deposits on occasion * Special Projects: Support Estimating Dept. with product research initiatives, track project deadlines, and maintain project folders; upload project photos to website and social media * Light Housekeeping Duties *Required Qualifications* * *Experience:* Previous administrative experience in an office setting, preferably in the construction industry * *Knowledge: *Must be fluent in the English language *Technical Skills:* * Competent in using office technology, including Windows 11 desktop computers, photocopiers, scanners, tablets and mobile phones * Proficiency in Microsoft Office 365 applications, especially Outlook, Word, Excel, OneDrive & SharePoint * Experience with QuickBooks Online ? \*Preferred, but willing to train * Tech-savvy: Is willing to investigate & fix (when possible) operating issues pertaining to printers, scanners, phone settings, voicemail access, internet connectivity, PC optimization and file storage, cloud file storage, etc.; perform software updates on computers, tablet and mobile dispatch devices by following prompts when required. *Essential Skills or Attributes:* * Exceptional organizational and time management abilities * Superior written and verbal communication skills (English) * Strong attention to detail and accuracy * Discretion with confidential information * Resourceful problem-solver * Flexible mindset and willingness to collaborate with others * Ability to show initiative, stay focused, recognize prioriti