BE Install Administrative Assistant

Job Summary: The position of Administrative Assistant is responsible for providing administrative support to the Building Elements department.

Essential Functions:

1. Provide administrative support to the Building Elements department
2. Create and issue purchase orders based on Scope of Work for each site
3. Receive job costs upon completion of each site
4. Enter information for complete invoicing
5. Initiate and coordinate survey requests for sites
6. Contact governmental agencies to ensure code compliance
7. Receive survey information and forward to project manager
8. Secure permits when required
9. Provide support to the BE Construction Manager in scheduling and assisting the coordination of site work
10. Copy and email scope of work to installers as needed
11. Secure completion project documentation
12. Maintain professional and effective communications with each department
13. Take meeting notes as required
14. Follow the rules and regulations related to the safety of all employees working for the Company
    1. Adherence to all mandated safety procedures including: driving policy, production area safety requirements and fire safety
    2. Safety requires all employees to review materials provided by the Company related to any updates on safety procedures
    3. Informs management of any safety related issues
15. Review all requests on a daily basis
16. Be present and in the office 5 days per week for supervision and communication
17. Must clock in and out by ADP for safety/security purposes
18. Perform other duties as assigned

Competencies:

1. Ability to prioritize tasks and handle numerous issues simultaneously
2. Organized, detail and results-oriented
3. Customer/Client Focus
4. Strong analytical and problem-solving skills with the ability to exercise sound judgment and make good decisions based on the best interests of the Company
5. Strong sense of urgency to complete tasks on time
6. Excellent interpersonal, oral and written communication skills
7. Ability to work independently with minimal supervision
8. Ability to maintain a professional demeanor at all times
9. Ability to work in a fast-paced, high-volume environment
10. Collaboration skills
11. Time management
12. Ethical conduct

Work Environment: While performing the duties of this job, the employee will work in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The employee may be exposed to fumes or airborne particles, moving mechanical parts and vibration. The noise level in the production work environment can be loud. The use of hearing protection and safety eyewear is required. The use of additional specific safety equipment may be required.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. While performing the duties of this job, the employee is often required to perform the following activities:

1. Standing.
2. Walking. Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
3. Sitting. Ability to sit at a desk for long periods of time.
4. Fingering. Picking, pinching, typing or otherwise working, primarily with fingers.
5. Grasping. Applying pressure to an object with the fingers and palm.
6. Talking. Expressing or exchanging ideas by means of the spoken word.
7. Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.
8. Light work. Exerting up to 10 pounds of force occasionally, and/or up to 5 pounds of force frequently, and/or negligible amount of force constantly to move objects.
9. Visual Acuity. To perform close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; and visual inspection.
10. Moderate level of hand-to-eye coordination and dexterity including picking, pinching, holding, grasping and repetitive flexion/rotation

Position Type/Expected Hours of Work: This is a full-time, in office, 40-hour-a-week position with overtime as required.

Travel: No travel required.

Educational Requirements:

1. Highschool diploma or GED

Preferred Educational Requirements:

1. Associate degree from an accredited university or college

Knowledge Requirements:

1. Advanced level computer skills with common PC-based software (Microsoft Excel, Word, Outlook, PowerPoint, etc)
2. Strong data entry skills
3. Experience with JobScope preferred
4. Experience with Microsoft Office 365 applications such as Teams, One Drive and SharePoint is strongly preferred but not required.
5. Understanding business processes is essential.
6. Aptitude in problem-solving.

General Disclaimer: The duties listed above are intended only as illustrations of the various types of work that may be performed. Other duties may be assigned as needed by the Company. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Allen Industries is an Equal Employment Opportunity, Affirmative Action Employer. We consider applicants for all positions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, marital, disability or veteran status.