Administrative Assistant II

Join our team! Our mission is BUILDING COMMUNITIES. IMPROVING LIVES. With a history spanning over 110 years, HR Green has consistently delivered on this mission, establishing ourselves as a trusted partner for our colleagues, clients, and communities alike. Each day, we work to find solutions that inspire our employees and fit our clients' needs to build trust to exceed their expectations. As a leading player in the industry, we're proud to be ranked No. 173 on Engineering News Record's Top 500 Design Firms list in 2024. Our unwavering dedication to cultivating an exceptional workplace environment has earned us the distinguished honor of being recognized as a Best Place to Work.

Summary

Join our dynamic team as an Administrative Specialist, where you'll play a pivotal role in providing high-level administrative support to key personnel. As a valued member, you'll handle confidential and proprietary information with utmost discretion, demonstrating your excellent understanding of internal and external organizational dynamics. Tackle complex challenges with diplomacy, judgment, and initiative while contributing to the efficient management of senior-level tasks. Elevate your career with us and be part of a thriving workplace where your skills and contributions are recognized and appreciated.

Essential Duties and Responsibilities

• Supports pursuit team by proofreading, production, and packaging proposals for shipment or delivery.

• Assist with the preparation of design proposals, specification documents, and reports.

• Support bidding phase

• Print and distribute plan sets, plan holders list, addendums, and bid tab results.

• Create project folders, may oversee process and routing of shop drawings, submittals, plan checks, or permits, verify certified payrolls, compile, and track instructions to Contractors & Request for Information documents

• Close-out

• Assist with as-built drawings, sub/supplier lists, close-out binders, and other client-specific requirements.

• Maintain departmental files and prepare documents for archive storage.

• Works cooperatively with other administrative staff and site leader to ensure site/department administrative needs are met efficiently. Performs administrative duties requiring considerable judgment, initiative, and knowledge of organization supported.

• Assists in providing coverage for reception and copy room areas.

• May be required to maintain calendars, schedule appointments, prepare meeting materials and arrange departmental meetings/conferences.

• Interfaces with personnel of substantial importance within and outside the company concerning matters requiring explanation, discussion, and obtaining approvals.

• Composes letters and memorandums for signature requiring an excellent working knowledge of company functions.

• Edits documents to ensure composition and contextual accuracy; proofreads typed data ensuring proper spelling, punctuation, and grammar usage.

• Prepares materials and agendas for management and/or departmental meetings.

• May track and maintain site budgets and assist site leader in determining budget requirements.

• Organizing and prioritizing multiple projects and tasks simultaneously with minimal supervision.

• Other duties as assigned.

Education and Experience

• High School diploma or equivalent with four to eight years of prior administrative experience is required. Associates Degree preferred.

• Advanced knowledge of Microsoft Office 365 programs (i.e., Word, Excel, PowerPoint, and Outlook).

• Advanced Word and PowerPoint skills to include the ability to easily create, design, and format documents that look professional and error-free.

• Advanced Excel skills to include the ability to produce graphs and tables, use spreadsheets efficiently, and perform calculations to process data.

• Advanced Outlook skills to include the ability to confidently use email, contacts, and calendars while scheduling virtual meetings, appointments, and managing workflow.

• Quick to pick up on new technology and willing to learn programs specific to our company such as Zoom, VantagePoint, One Note, Bluebeam, and Adobe PDF

• Ability to write reports and correspondence. Must be able to communicate effectively, both orally and in writing, with employees, vendors, and managers.

• Ability to solve practical problems and deal with a variety of concrete variables with limited daily interaction with manager.

• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Benefits

Not only does HR Green provide you with a place to grow, thrive, and enjoy your work, but we are also dedicated to delivering a comprehensive and multi-faceted benefits package. Visit our website for detailed total rewards information.

https://www.hrgreen.com/careers/benefits/

HR Green is proud to be an affirmative action/ equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or other classification protected by applicable federal, state or local law.