Administrative Assistant

Administrative Assistant Basic Function This position is responsible for completing a wide range of administrative activities, including answering and directing incoming calls, drafting correspondence, organizing paper and electronic files, and providing information to customers. The role also performs basic bookkeeping tasks such as accounts payable (A/P) and accounts receivable (A/R). Primary Responsibilities Perform light bookkeeping including entering bills and expense coding Conduct A/P, A/R, and general ledger entries Complete operational errands and deliveries Answer telephones within three rings; route calls appropriately; take and forward messages Monitor and respond to general company email in a timely manner Manage and order marketing and construction materials, such as: Brochures/Flyers Commitment Forms Vehicle inspection forms Business cards Complete new order processing and setup following established procedures Prepare and distribute monthly EEO reports Maintain digital customer, project, and vendor files following company guidelines Create and manage paper/electronic filing systems, updating documents and records as needed Complete project forms (e.g., liens, submittals, subcontracts) per company procedures Attach relevant files to correspondence requiring responses Operate email systems and coordinate information flow internally and externally Compose, type, and distribute meeting notes, correspondence, presentations, and reports Provide customer service including order placement and account inquiries Track and order office supplies Perform other related duties as assigned Job Requirements Education, Certification, and Experience High school diploma required Minimum two years of administrative experience At least one year of QuickBooks Desktop experience required Administrative experience in the construction industry preferred Basic Skills Strong written communication skills Ability to clearly convey information verbally Strong reading comprehension skills Self-starter mindset with the ability to recognize needed changes and bring ideas forward Extremely organized and detail-oriented Ability to perform calculations involving geometry and formulas (e.g., calculating area, converting acres to square yards) Ability to work autonomously Social Skills Friendly, effective interaction with colleagues Professional and courteous communication with customers and vendors Proactive attitude, looking for ways to support colleagues and customers Ability to adapt behavior based on the actions of others High emotional intelligence Technical Skills Accurate touch-typing skills Proficiency in Microsoft Office Ability to maintain standardized and functional filing systems Comfort using and learning new software applications Desktop Computer Skills Databases: Creating/editing simple databases, inputting/retrieving information, generating reports Graphics: Creating and manipulating simple graphics and inserting them into documents Internet: Navigating browsers, retrieving/submitting information, handling downloads/uploads Navigation: Using operating system tools, switching between applications and files Presentations: Using internet resources, hypertext navigation, basic email communication Spreadsheets: Entering, formatting, analyzing data; creating worksheets, charts, and graphs Word Processing: Typing, formatting, editing, saving, printing, and retrieving documents Tools Multi-line phone system Photocopier Scanner Digital cameras Smartphones Fax machines Laptop and desktop computers Calculators Tablets Technology & Software Intuit QuickBooks Smartsheet Zenefits Microsoft Office Suite Microsoft Outlook Bluebeam Compliance-related software (e.g., Comply26) Additional systems as assigned Keenbee Talent Solutions is a Native Alaskan Women owned sdb specializing in the placement of highly skilled professionals in Accounting and Finance, IT/MIS and Biomedical. Keenbee has been in business since 1997 servicing New Mexico and the surrounding states with high results. Keenbee Talent Solutions is an equal opportunity employment agency. We do not discriminate based on race, color, national origin, religion, ancestry, sex, age, disability, serious medical condition, spousal affiliation, sexual orientation, gender identity, or other classifications protected under the law.