[Hiring] Administrative Assistant @IES Communications

Role Description

The Administrative Assistant is the administrative person for the department. The Administrative Assistant ensures that all administrative duties are completed in concert with the Company’s requirements, including but not limited to, safety, quality, management, and financial performance requirements. All aspects of the assigned work must be carried out as efficiently as possible.

• Perform assigned word processing, general filing, timekeeping, records management, correspondence, and assigned project-related financial documents processing.
• Self-manage assigned workload distribution.
• Act as the department administrator for interface with customer representative(s).
• Create, develop, implement, and revise project process improvement(s).
• Able to preserve confidential information, self-sufficient problem-solver work with little or no supervision and handle multiple projects simultaneously.
• Manage calendars, schedule meetings, and arrange travel itineraries, management of daily office activities.
• Screen telephone calls, resolve routine, and complex inquiries. Reference verification, tracking vacation & time off requests, maintain attendance database for Program employees.
• Prepare & maintain daily reports for the purchasing manager. Verify purchase orders for accuracy. Open, and sort incoming mail.
• Able to create, correct, and revise complex Excel spreadsheets, tables, charts, and graphs.
• Schedule and help manage weekly and monthly meetings.
• Support document control, spot check, and maintain accuracy, and delivery to our customers.
• Maintain program-level dashboards, input, data acquisition, and collection.
• Other responsibilities as assigned.

Qualifications

• Must be self-motivated, positive in approach, professional, and help to create, develop, and implement process improvement(s).
• Must promote the Company culture, and mission to all employees, vendors, clients, and business partners.
• Must possess proven problem-solving skills, critical thinking skills, and the ability to effectively read, write, and give oral direction(s) to project personnel.
• Must have proven mid-skill-level to interpret project documents, including but not limited to, timesheets, spreadsheets, and billing documents.
• Must be able to learn Company and customer project management systems.
• Regular attendance is mandatory.

Requirements

• Must possess at least a High School diploma or GED equivalency.
• Must have some experience in customer interface, such as liaison between the customer and the Company.
• Must possess a minimum of three (3) years of working experience.
• Must have a minimum of two (2) years of experience in a related telecommunications or construction administrative position.
• Must be proficient with Microsoft Office (Word, Excel, and MS Project).
• Must be able to effectively operate office equipment and computing devices commonly used in the industry.
• Must meet Company minimum driving standards.
• Must be able to manage multiple tasks/projects simultaneously.
• Must have demonstrated verifiable ability to identify a project, create a project filing system, develop detailed associated administrative tasks, and manage these for project final record keeping and audit.

Benefits

• Safety is Priority One – and our record shows it.
• Competitive Pay.
• Company 401K plan with Employer Contribution Match.
• Company Paid Time Off.
• Company Paid Life Insurance.
• Choice of Medical Coverage including Prescription and Short Term Disability Plans.
• Choice of Dental and Vision Coverage.
• Optional Long-term Disability, Critical Illness, Accident, Legal and Pet Coverage.
• Auto and Home Insurance Discount Programs.