Administrative Support Specialist

4 weeks ago


The Colony, Texas, United States Installed Building Products Full time
Job Summary

We are seeking an experienced Administrative Assistant to provide essential support to our office operations. As a key member of our team, you will be responsible for ensuring the efficient operation of our office and organization.

Key Responsibilities
  • Provide exceptional administrative support to our office operations, including greeting visitors, handling inquiries, and directing them to the appropriate person.
  • Answer phone calls, take messages, and transfer calls to the appropriate individuals.
  • Maintain scheduling and event calendars, coordinate safety training, and arrange lunches and meetings as needed.
  • Prepare conference or event materials, such as flyers or invitations, and make copies of correspondence or other printed material.
  • Pickup, open, read, route, and distribute incoming mail or other materials, and mail out items as needed.
  • Reconcile the Home Depot Credit Card twice a month, email superintendents for any missing information, and use computers for various applications, such as database management or word processing.
  • Create, maintain, and enter information into databases, manage paper or electronic filing systems, and operate office equipment, such as copiers or phone systems.
  • Provide daily administrative support to the Office Manager, Operations Manager, Project Managers, and Sales Team as needed.
  • Keep track of employees' safety certifications, update the safety Excel sheet, and inform management/employees of needing renewal safety certifications.
  • Archives field project files for completed projects, ensuring orderly storage, and request project-specific COIs and maintain the COI folder.
  • General office supply management, reception duties, and miscellaneous support.
  • Book new projects and set up projects using information provided by the Project Manager and reviewing the contract.
Requirements
  • At least 1 year of administrative experience required, 2 years of experience preferred.
  • Competent in Microsoft Office software programs, including Teams, Outlook, and Zoom.
  • Strong proficiency in Excel is required, and ability to read and understand a construction contract is a plus.
Benefits
  • Competitive pay
  • Paid holidays & Paid Time Off (PTO)
  • Insurance Benefits & 401k
  • Full training and industry orientation
  • Tuition reimbursement & scholarships
About Us

Alpha Insulation & Waterproofing, part of the Installed Building Products Family of Companies, is a leading specialty contractor in the U.S. We offer a strong culture rooted in trust, integrity, professionalism, and excellence, and we make it a point to use good judgment, fairness, and common sense to meet our challenges.



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