Overview

MAJOR FUNCTIONThe Administrative Assistant acts as the main switchboard operator, answering and directing all phone traffic. Additionally, the Administrator is responsible for greeting and welcoming all visitors to the A.R. Mays office. As an initial point of contact, the Administrator works to provide a positive and professional impression of A.R. Mays Construction.In addition to directing front desk traffic, the Administrator maintains the office and kitchen supplies and insures that the general office equipment is functioning. From time to time, other duties may be assigned by the Office Administrator and Sr. Accountant as needed. ORGANIZATIONAL RELATIONSHIPReports to the Sr. Accountant.HOURLY SHIFTMonday through Friday 7:30 a.m. to 4:30 p.m.SPECIFIC RESPONSIBILITIESDIRECTING TRAFFIC1) PHONESAnswers all incoming phone lines in a timely and professional manner. Phones should be answered within two (2) rings and hold times should be limited to 30 seconds. Greets the caller with a friendly welcome and directs them to the party they are attempting to reach. Offers voice-mail if the callers party is unavailable. Maintains a V.I.P. list of clients and offers these callers special assistance as needed. Promptly begins answering phones at 8:00 a.m.2) VISITORSProvides a friendly greeting and welcome environment to all visitors. This includes having a professional and clean appearance, and keeping the lobby and work space organized and neat. Visitors should be offered coffee, water, as appropriate (e.g. clients arriving for a scheduled meeting). Announces visitor to the person(s) whom which they are visiting and directs them to front lobby seating, conference room, individual office or other meeting place as appropriate.3) MAIL AND OTHER CORRESPONDENCEOpens and date stamps mail and distributes to intended recipients. Mail should be processed no later than 2:00 p.m. each day. Opens and delivers any Fed-Ex, UPS, or couriered items immediately upon their arrival. Prepares and addresses envelopes for any outgoing mail, Fed-Ex, UPS, or courier items and insures they are sent accordingly. Maintains current log for couriered packages. Maintains tracking log for submittals and plans and coordinates pick-ups of same. Coordinating with teammates on any outgoing end of day mail and ensuring it is dropped off at the post office before closing.4) SHARED CALENDARSChecking the shared calendars daily to be prepared for visitors in the building. Confirms the large conference room, small conference room, training room and business development conference room are always presentable for visitors.MAINTAINING SUPPLIES AND EQUIPMENT 1) OFFICE SUPPLIESMaintains a sufficient inventory of routine office supplies and insures all common work areas are well stocked. Processes all office supply orders through the intranet. Routinely prices commonly used bulk items (copy paper/toner) to insure competitive pricing.2) KITCHEN SUPPLIES/maintenanceAssists with maintaining an adequate supply of kitchen supplies including coffee, soda, water, condiments, paper towels, etc. Insures that the large conference room and small conference room is stocked with water and other beverages at all times. Loads and unloads dishwasher daily. Cleans and removes all spoiled food products from refrigerator weekly. Insures all kitchen equipment is functioning properly and assists with calling for repairs or replacement on any broken equipment. 3) OFFICE MACHINESAssists with loading paper in all office machines daily; printers and copiers. Assists with calling for repairs or replacement on any equipment which is not functioning properly. Update and maintain all six copiers. Update job numbers when Project Accounting Manager sends out an updated job list and add/remove employees when Office Administrator sends out an updated phone list.OTHER DUTIES1) DUTIES FROM SR. ACCOUNTANTComplete various verbal/email requests from the Sr. Accountant to the best of your ability in an appropriate time period.2) TRAVEL ARRANGEMENTSReserves travel requirements as requested by corporate executives. Provides written itinerary of all arrangements (flight, hotel, rental car). Provides the Accounting department with copies of receipts and any back up from the corporate executives.3) SPECIAL OCCASIONSMakes arrangements or orders food and supplies for special occasions or celebrations as directed by the Sr. Accountant.4) DATA ENTRY/INPUTScans and inputs subcontractor change orders, preliminary notices, and subcontractor licenses for the Project Accountants.5) CONFERENCE ROOMSEnsure that conference rooms are clean, chairs are pushed in, and all equipment is in working order.6) OUTSIDE BUSINESS NEEDSRun errands as assigned and requested.This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the position. While this is intended to be an accurate reflection of the current position, management reserves the right to revise the position or to require that other or different tasks be performed when circumstances change (e.g. emergencies, changes in personnel, workload, rush jobs, or technological development.) We are an equal opportunity employer and comply with Executive Order 11246.Tracking

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