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Administrative Assistant

4 weeks ago

Fort Lauderdale, Florida, United States Moss Full time

About Moss

Moss is a leading national construction firm providing innovative solutions for award-winning projects. With regional offices across the United States, Moss focuses on construction management, solar EPC, and design-build. Our diverse portfolio encompasses a wide range of sectors, including luxury high-rise residential, landmark mixed-use developments, hospitality, K-12 and higher education, justice, solar energy and battery storage, and sports. Moss is ranked by Engineering News-Record as the nation's top solar contractor and one of the top 50 general contractors. We pride ourselves on a strong entrepreneurial culture that honors safety, quality, client engagement, and employee development. Our employees consistently rank Moss as one of the best places to work.

Job Summary

The Administrative Assistant - Risk Management will provide comprehensive support to the Corporate Risk Management Department. This role will enhance the Risk Management team's effectiveness by providing support, representing the Risk Management team to others, and supporting the preparation of meetings, presentations, and overall organization. The successful candidate will work at developing and maintaining detailed and procedural processes that improve accuracy, efficiency, and achieve organizational objectives for the team.

Key Responsibilities

  • Support the Risk Management Team
  • Provide administrative support to Risk Team members as needed
  • Maintain and manage the VP Risk Management calendar schedule by planning and scheduling appointments, meetings, conferences, teleconferences, events, and travel
  • Serve as the Risk Team liaison for field requests that may arise in-person, by phone, or electronically, including the marketing helpdesk; provide timely responses to the requestor and ensure requests are assigned and fulfilled
  • Serve as the Risk Department's office manager, maintaining supplies and coordinating physical maintenance
  • Coordinate Risk Department meetings and provide support to other corporate events as needed
  • Manage catering needs
  • Process department timesheets and expense reports
  • Maintain files, Intelex/Procore reports, and inspection records
  • Send and receive mail, documents, and packages
  • Responsible for setting up internal and external staff and client meetings and preparation of agendas and materials
  • Attend staff meetings, document meeting minutes, and follow up on action items, holding members accountable for status updates prior to upcoming meetings
  • Partner with Recruiters to coordinate appointments/calls and/or interviews for open requisitions
  • Answer all phone inquiries and emails sent to the main office, maintain the safety hotline for incoming messages
  • Provide receptionist relief and additional support to other administrative/executive assistants as needed
  • Perform other related duties as assigned

Requirements

  • Bachelor's degree (B.A.) from a four-year college or university; or three-five years related experience and/or training; or equivalent combination of education and experience
  • Expert in Microsoft Word, Excel, PowerPoint, Outlook
  • Proficient in Adobe
  • Familiarity with SharePoint and other Microsoft 365 applications is a plus
  • Ability to collaborate and communicate well with all team members, including field staff and upper management
  • Exhibits polite and professional communication via phone, email, and mail
  • Possess a strong work ethic and exercise a high level of maturity with a positive attitude
  • Must be detail-oriented with excellent organizational, writing, and editing skills
  • Ability to multi-task under strict deadlines
  • Strong teamwork skills: ability to work within a collaborative environment
  • Excellent verbal and written communication skills
  • Possess an entrepreneurial spirit and ability to think out of the box
  • Honor relationships with the team, clients, and vendors

Job Details

Job Title: Administrative Assistant - Risk Management

Job Location: Fort Lauderdale, FL

Classification: Full-time - Non-exempt - Salaried

Reports to: Vice President of Risk

Moss is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.