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Administrative Assistant (Admin Assistant) ID-15591

About the position

T and E Fabrication is currently seeking an Administrative Assistant with a strong background in construction billing and contracts to join our dedicated team. This role is essential for ensuring the smooth operation of our administrative functions and will involve a variety of tasks aimed at optimizing our bookkeeping and filing systems. The successful candidate will be responsible for completing payroll, maintaining accounts payable and receivable, and generating reports as required. The average pay for this position ranges from $18.00 to $24.00 per hour, depending on experience, and benefits will be discussed upon hire. As an Administrative Assistant, you will play a crucial role in supporting our team by managing phone calls, maintaining vendor and contractor contact lists, and producing necessary interoffice correspondence. You will also be tasked with preparing summaries and reports, optimizing our filing system, and ordering office supplies. Additionally, you will handle travel arrangements, reconcile expense reports, and provide general support to visitors and delivery staff. Familiarity with shop and construction environments is essential, as you will be handling bookkeeping for multiple projects and monitoring invoices. Your contributions will be vital in improving efficiency and tracking expenses within the office. You will carry out various administrative duties, including filing, typing, copying, scanning, and conducting data entry. This position requires a proactive individual who can resolve administrative problems and implement effective clerical duties and processes to enhance our operational workflow.

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Responsibilities

  • Answer and direct phone calls
  • Maintain contact lists of vendors and contractors
  • Produce interoffice correspondence as needed
  • Prepare summaries and reports
  • Maintain and optimize the current filing system
  • Order office supplies as needed
  • Book travel arrangements as needed
  • Submit and reconcile expense reports
  • Provide general support to visitors and delivery staff as needed
  • Handle bookkeeping on multiple projects
  • Prepare and monitor invoices
  • Maintain office equipment or contact repair or tech services
  • Contribute to team effort by improving efficiency and expense tracking
  • Carry out administrative duties such as filing, typing, copying, scanning, etc.
  • Write letters and emails on behalf of other office staff
  • Coordinate office procedures
  • Reply to email, telephone, or face-to-face inquiries
  • Resolve administrative problems
  • Receive, sort, and distribute the mail
  • Implement clerical duties and administrative processes
  • Conduct data entry

Requirements

  • 1 year of experience in administrative support or related field
  • Familiarity with standard AIA billing procedures
  • Experience with bookkeeping and filing systems
  • Ability to generate and send reports in a timely manner
  • Proficient in Microsoft Office Suite, particularly Excel
  • Knowledge of construction contracts, payouts, and waivers

Nice-to-haves

  • Knowledgeable with Procore and BIM360
  • Comfortable in shop and construction environments

Benefits

  • Health insurance
  • Paid time off
  • Retirement savings plan
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