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Now hiring: Administrative Assistant (Carmel, Westfield Indiana) We are seeking a proactive and detail-oriented Administrative Assistant to join our construction team. As an Administrative Assistant, you will play a crucial role in supporting daily operations, facilitating communication, and ensuring the efficient functioning of our construction projects. The ideal candidate will thrive in a fast-paced environment, possess excellent organizational skills, and demonstrate a high level of professionalism. Responsibilities: Project Coordination: Assist in the coordination of construction projects by scheduling meetings, preparing project documentation, and maintaining project files. Communication: Serve as a primary point of contact for internal and external stakeholders, including clients, vendors, and subcontractors. Facilitate effective communication by answering phone calls, responding to emails, and relaying messages promptly. Document Management: Manage and maintain construction documents, including contracts, permits, drawings, and change orders. Ensure all documentation is accurately filed and easily accessible. Office Management: Provide general administrative support to the construction team, including managing calendars, scheduling appointments, arranging travel, and ordering supplies. Billing and Invoicing: Assist with billing and invoicing processes by preparing invoices, tracking payments, and reconciling accounts receivable. Data Entry and Reporting: Input data into project management software and generate reports as needed. Compile information for project status updates, budget tracking, and performance metrics. Meeting Support: Organize and prepare materials for meetings, including agendas, presentations, and meeting minutes. Ensure follow-up on action items and deadlines. Problem Solving: Identify and resolve administrative issues promptly and effectively. Proactively anticipate potential problems and implement solutions to mitigate risks. Qualifications: - High school diploma or equivalent required; associate or bachelor's degree preferred. - Previous experience in administrative support roles, preferably in the construction industry. - Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and project management software. - Strong organizational skills with the ability to multitask and prioritize workload effectively. - Excellent communication skills, both written and verbal. - Attention to detail and accuracy in data entry and documentation. - Ability to work collaboratively in a team environment and independently with minimal supervision. - Familiarity with construction terminology and processes is a plus. - Willingness to learn and adapt to new tasks and challenges as they arise. In office M-F 8 am - 4 pm Benefits: - Competitive salary commensurate with experience. - Comprehensive benefits package, including health insurance, and retirement plans.
