Administrative Assistant

Job Description

ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please click the submit button and follow the next steps. Unless specifically stated otherwise, this role is "On-Site" at the location detailed in the job post.
Description
Compensation Range (Hawaii Only)

Hourly Wage: $18.00 - $23.00
Additional Benefits

Medical, Dental, Vision, 401K, Paid Time Off

Any Employment Offers are Contingent Upon Successful Completion of the Following:

Verification of Work Authorization and Employment Eligibility
Substance Abuse Screening
Physical Exam (if applicable)
Background Checks for Badging/Security Clearances (if applicable)

About Hensel Phelps:

Founded in 1937, Hensel Phelps specializes in building development, construction and facility services in markets ranging from aviation to government, commercial, transportation, critical facilities, healthcare and transportation. Ranked in aviation and overall general contractor in 2021 by ENR, Hensel Phelps is one of the largest employee-owned general contractors in the country. Driven to deliver EXCELLENCE in all we do and supported by our core values of Ownership, Integrity, Builder, Diversity and Community-Hensel Phelps brings our clients' visions to life with a comprehensive approach that begins with innovative planning and extends throughout the life of the property. Based on position location, a cost of living adjustment (COLA) may also be included (subject to periodic review and adjustment).

Position Description:

The Regional Office Administrative Assistant is responsible for a variety of administrative and clerical duties to support daily office operations for multiple departments and projects across the Region. This individual is a service-oriented team member who can take initiative, work independently, and adapt quickly in a fast-paced work environment.

Essential Duties:

Greet visitors and industry partners.
Answer the central phone line and direct incoming calls to the appropriate personnel.
Provide administrative support to office executives, Estimating Department, Marketing Department, Operations Department, and for the operations needs of the Region overall.
Manage and update the Regional calendar with company-wide events and meetings and oversee conference room scheduling; schedule and coordinate food and beverages for meetings as needed.
Compose and manage routine correspondence to all levels of personnel.
Maintain office machines, equipment, and supplies by conducting regular inventory checks, ordering supplies, and scheduling routine service appointments.
Submit payroll weekly for all office personnel.
Process weekly invoices.
Check and distribute mail daily.
Coordinate building security access and parking for all office personnel.
Schedule travel arrangements and hotel accommodations for executives and employees (as needed).
Oversee company fleet by keeping vehicle registrations, safety inspections, and insurance up to date. Track vehicle locations and transfers via equipment spreadsheet.
Responsible for scheduling substance abuse screening for incoming new hires.
Manage the company apartment: schedule cleanings, book reservations, stock with supplies, and ensure maintenance is up to date.
Other duties as needed.

Physical Work Classification & Demands:

Light Work - Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
The individual in this position will periodically walk, kneel, sit, crouch, reach, stoop, read/see, speak, push, pull, lift, stand, and finger/type. The frequency of each action varies by workflow and office activity.
Walking - The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, boxes, cabinets, etc.
Constantly operates a computer and other office machinery, such as a calculator, copy machine, phone, computer, and computer printer.
The person in this position frequently communicates with employees and external stakeholders regarding a variety of topics related to office administration.
Constantly computes, analyzes, and conceptualizes mathematical calculations and formulas.
Constantly reads written communications and views email submissions.
The person in this position regularly sits in a stationary position in front of a computer screen.
Visual acuity and ability to operate a vehicle as certified and appropriate.
Rarely exposed to high and low temperatures
Rarely exposed to noisy environments and outdoor elements such as precipitation and wind.

Additional Qualifications/Responsibilities

Position Qualifications:

Associate degree preferred.
Resident of Hawaii and construction industry knowledge preferred.
2+ years of administrative experience.
Comprehensive proficiency in current version of Microsoft Word, Excel, and Outlook.
Great attention to detail, organized, and ability to multitask.
Certification of Notary or Notary Certificate (acquired within 60 days of hire).
Ability to read and comprehend simple instructions, short correspondence, and memos. This includes the ability to write simple correspondence.
Effectively presents information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Willingness to take direction and follow instructions. Requires the ability to carry out detailed but uninvolved written or oral instructions.
Ability to deal with problems involving a few concrete variables in standardized situations.
Implement new and more effective procedures to document control and management.
Works collaboratively with others and fosters a positive work environment related to teamwork.
Understands and meets quality standards.

Benefits:

Hensel Phelps provides generous benefits for our full-time employees. This position is eligible for company-paid medical insurance, life insurance, accidental death & dismemberment, long-term disability, 401(K) retirement plan, and our employee assistance program (EAP). Hensel Phelps also believes in the importance of taking time to recharge. As a result, employees are eligible for paid time off beginning upon hire.