Administrative Assistant

1 month ago

Cincinnati, United States CTL Engineering Full time
Job DescriptionJob Description

ICS is hiring an Administrative Assistant for our north Cincinnati location

  • Office is near 275 and Hamilton Rd on the north side.

Industrial Communication & Sound (ICS) (www.icands.com) is an award-winning, full-service Audio Visual and Security Integration firm with locations in Columbus and Cincinnati.

  • ICS is a subsidiary of CTL Engineering (www.ctleng.com) – a full service consulting engineering firm with (15) locations across OH, IN, WV, KY, NC, SC, and VA with a rich history over our (97) years in business.. We provide civil/site design and land surveying, environmental, geotechnical, construction administration & inspection, accident reconstruction, roofing/building envelope, A/V system design, troubleshooting and installation, transportation design (roadway/bridges) and specialized testing services to the construction industry.

We are looking for an Administrative Assistant who will play a key role in providing general office administration and supporting team projects in a timely fashion to meet goals and ensuring efficient and successful operations.

If you are passionate about staying ahead of industry trends, enjoy problem-solving, and have a creative approach to providing multi-faceted office support, we want to hear from you

This is more than a job posting… it's an invitation to bring your expertise to a company where innovation and passion converge seamlessly.

Responsibilities:

  • Provides administrative support to the Team to facilitate efficient and successful operations.
  • Coordinates office procedures and ensures that existing administrative systems and processes focus on helping the team/branch/department to be more efficient.
  • Typical duties include:
    • Office Administration:
      • Mail distribution,
      • Making bank Deposits,
      • Meetings or ESOP event coordination,
      • Serving as the building maintenance contact
    • Service/Field Coordination:
      • Scheduling Service Techs and Client
      • Setting Up New Service Projects on daily basis in BMD
      • Setting up New client accounts
      • Tracking material purchases
      • Monthly invoicing review
    • Accounting Manager Support:
      • Accounts Payable – uploading Vendor invoices
      • Accounts Receivable – Assist with monthly invoicing and collections
      • Other: using Excel spreadsheet
  • Supports Managers and employees through a variety of tasks related to organization and communication.
  • Maintains professionalism and positive attitude in supporting office activities in a timely fashion to meet team goals.
  • Organize information in spreadsheets, documents, databases for use in reporting or analysis.
  • Organizes and schedules meetings and appointments or creates calendar for the Team.
  • May make travel arrangements and assist with expense reports submittals.
  • Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
  • Handles sensitive information in a confidential manner.
  • Takes accurate minutes of meetings.

Knowledge, Skills and Abilities:

  • Strong working knowledge of office management and administrative policies, procedures, and processes.
  • Knowledge of company policies and procedures.
  • Knowledge and skills of Microsoft office products including but not limited to Word, Excel, Outlook, PowerPoint, etc.
  • Strong verbal and written communication skills.
  • Comfortable interacting/communicating with clients.
  • Ability to maintain confidentiality.
  • Strong skill in balancing more than one task at a time.
  • Is a self-starter/ability to motivate oneself and work without direct supervision.
  • Extensive time management and problem-solving skills.
  • Detail-oriented, team player, and organized.

Minimum Qualifications:

  • 3+ years of construction or engineering administration or office services management experience preferred but not required.
  • Functional capability using Microsoft systems; Word, Excel, Outlook, etc.
  • Must be mature, reliable, and able to be self-motivated.
  • Experience with DTools project software is a plus, but not required (training will be provided if no experience with this software).

Education:

  • High school or equivalent - no college degree required.

Benefits:

CTL Engineering offers a competitive compensation and benefits package including medical, life, and disability insurance, paid time off, an award-winning ESOP (Employee Stock Ownership Plan), and a 401K plan.

CTL Engineering provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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