Administrative Assistant

4 weeks ago

Orlando, United States Aireko Full time
Job DescriptionJob DescriptionJOB SUMMARY: The Administrative Assistant plays a crucial role in supporting our construction projects within the energy sector. This position is responsible for managing all administrative tasks, ensuring smooth operations and the timely processing of payments and documents. The ideal candidate will have a keen eye for detail, excellent organizational skills, and a strong understanding of the construction industry's dynamics.

JOB RESPONSIBILITIES:
  • Oversee and authorize payment processes for suppliers and recurring services, including AMEX, Wawa, Interstate, and others.
  • Manage subcontractor certifications and ensure all necessary documentation is up to date and compliant with industry standards.
  • Facilitate document signing and approvals through digital platforms such as SignEasy.
  • Analyze delivery slips, approve receivables, and handle any necessary change orders to ensure accurate project billing.
  • Provide administrative support to project managers by organizing and maintaining project-related documents and records.
  • Coordinate and file all project documentation to ensure easy access and systematic retrieval.
  • Assist in the preparation and revision of contracts and correspondence.
  • Coordinate logistics for project meetings and compile minutes to ensure all action items are documented and followed up on.
  • Monitor compliance with health and safety regulations on construction sites by maintaining relevant records and reports.
  • Oversee the maintenance and updating of project databases and management systems to ensure all project information is accurate and current.
  • Prepare and submit project reports and presentations to upper management to keep them informed of project status and developments.
  • Assist in the development and implementation of project-specific procedures and protocols to enhance operational efficiency.
  • Track project expenditures and assist in the preparation of financial statements and budget reports to ensure projects remain within allocated budgets.
  • Maintain confidentiality of sensitive project information and ensure all documentation is securely managed and in compliance with data protection laws.
  • Perform any other duties, as requested.
REQUIREMENTS:
  • Bachelor’s degree in Business Administration, Construction Management, or a related field.
  • Minimum of 3 years’ experience in a similar role within the construction or energy sector.
  • Proficient in using Microsoft Office Suite and project management software.
  • Familiarity with digital signing tools and document management systems.

SKILLS & COMPETENCIES:
  • Strong organizational and multitasking abilities.
  • Excellent communication and interpersonal skills.
  • Ability to work independently and as part of a team.
  • High level of accuracy and attention to detail.
  • Adaptability to changing situations and the capability to handle multiple projects simultaneously.
WORK ENVIRONMENT:
This role requires working both in an office setting and on construction sites. The Project Administrator will need to be flexible and adaptable, ready to address challenges that may arise in a dynamic work environment. Occasional travel to project sites may be required.

PHYSICAL DEMANDS:
The physical demands for this position are primarily those of an office environment but may include some movement around construction sites. Typically associated with this type of position including but not limited to:
  • Ability to sit, stand, and walk up to 8 hours at a time.
  • Ability to lift or carry up to 10 pounds occasionally.
  • Ability to use arms to reach above shoulder and below waist frequently.
  • Ability to use hands for simple grasping and fine manipulation frequently.
  • Ability to balance, bend, climb, crawl, and squat frequently.
  • Ability to be exposed to marked changes in humidity and temperature frequently.

 

AIREKO is proud to be an Equal Employment Opportunity and Affirmative Action employer. The Company's policy is not to unlawfully discriminate against any applicant or employee on the basis of race, color, sex, religion, sexual orientation, gender identity, gender expression, national origin, age, disability status, genetic information, military or veteran status or any other applicable legally protected considerations made unlawful by federal, state, or local laws.

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