Administrative Coordinator
1 week ago
Position Title: Executive Assistant / Office Manager
Industry: Construction
Role Summary:
The Executive Assistant / Office Manager plays a vital role in facilitating the efficient functioning of the office, ensuring the company is represented professionally to clients, and providing essential organizational support to senior management. This position demands a proactive and detail-oriented individual who can juggle multiple responsibilities while focusing on business growth, marketing initiatives, and administrative tasks.
Key Responsibilities
Business Development & Proposal Management:
- Collaborate with team members to enhance business development efforts, including identifying and researching potential project opportunities and tracking leads.
- Evaluate RFPs/RFQs to ascertain requirements, formulate methodologies, and devise outlines and strategies for proposals.
- Create and integrate written and technical content for bids, ensuring alignment with project objectives.
- Design and adjust layouts and graphics to effectively communicate project concepts and methodologies.
- Ensure timely submission of bids and proposals, meeting all specified deadlines.
- Maintain and update project profiles, company experience, resumes, images, and client references.
Marketing & Communications:
- Develop and sustain marketing materials, including brochures, flyers, advertisements, and qualifications statements.
- Assist in crafting content for press releases, the company website, and email marketing campaigns.
- Coordinate marketing and outreach events, including placing advertisements in various media.
- Prepare promotional materials and contribute to the company newsletter.
- Ensure a consistent brand image across all platforms, including stationery, emails, and promotional items.
Administrative & Office Management:
- Oversee office operations, including procurement of supplies, maintenance of office equipment, and coordination with IT service providers.
- Perform light clerical duties such as processing contracts and managing office documentation.
- Manage corporate email accounts, network access, and mobile devices, liaising with service providers as necessary.
- Plan and coordinate meetings, teleconferences, and events, ensuring smooth execution.
- Assist senior management with calendar management, travel arrangements, and maintaining contacts.
- Train new employees on company policies, procedures, and office technology.
Compliance & Quality Assurance:
- Assist in obtaining and maintaining necessary bonds, insurance, licenses, certifications, and pre-qualifications.
- Ensure all written materials meet quality standards, coordinating with the team for content review and approvals.
- Record and manage documents with relevant governmental agencies, ensuring compliance with legal requirements.
Competencies:
- Exceptional written and verbal communication skills, with proficiency in English.
- Strong proficiency in Adobe Creative Suite (InDesign, Photoshop, Illustrator), Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and internet research.
- Experience with Dreamweaver, Flash, and Constant Contact is preferred.
- Proven ability to work collaboratively within a team, solve problems, make decisions, and prioritize tasks effectively.
- Creative thinker with the ability to articulate and implement innovative ideas.
- High level of professionalism, discretion, and ability to maintain confidentiality.
- Capable of lifting/carrying up to 20 lbs. and engaging in light physical activities.
Qualifications:
- Bachelor's degree in Construction Management, Business Administration, Communications, Marketing, or a related field.
- Minimum typing speed of 70 wpm with high accuracy.
- Alignment with the company's core values: Diversity, Excellence, Passion, Integrity, Community, and Teamwork.
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