Administrative Assistant - Construction

Job Description

• Support with meetings (book boardroom rooms, prepare and distribute documents, action items) for various internal meetings.  

• Take minutes/action items in meetings.  

• Follow up with Management/Team on developing Agendas and distributing/preparing documents.  

• Raising invoices and purchase orders.  

• Supporting with document control – Quality Assurance & Quality Control.  

• Analyze and organize office operations and procedures such as, personnel, information management, filing systems, requisition of supplies, and other clerical services.  

• Maximize office productivity through proficient use of appropriate software applications. Coordinate travel and complete expense reports.  

• Maintain contact with customers and outside vendors.  

• Provides new hires with welcome package, tour of the facility, keys, and introduction to all team members.  

• Maintains office equipment and ensures all products are in working order.  

• Order and maintain supplies.  

• Plan and organize Happy Hours, Team Building events, Summer and Holiday parties. 

• Coordinate Lunch and Learns, Birthday/Anniversary lunches.  

• Coordinate and arrange office meetings, prepare agendas, reserve, and prepare facilities. Provide support to IT Team.  

• Provide support to Facilities Team.  

• Provide accounting support with monthly invoicing.  

• Manage schedules, calendars, and appointments.  

• Handle mail and shipping.  

Qualifications

• Excellent written and verbal communication skills. 

• Experience in business administrative settings and meetings with Senior Management present. Well-mannered and professional and Team Player.  

• Minimum 5 years of experience in an administrative support role.  

• A minimum of three years of experience in a related position supporting team of professionals is  

• required. Accounting background is a plus.  

• Proficient with Microsoft Office and Google Workspace software.  

• Construction experience is advantageous.  

• Bachelor’s Degree or equivalent experience is preferred.  

• Excellent organizational skills and attention to detail.  

• Proactive behavior, showing initiative and being action oriented.  

• Ability to multi-task, prioritize and work efficiently.  

• Ability to work independently, self-starter, energetic.  

• Ability to perform at high levels in a fast paced, ever-changing work environment. Must be able to shift gears easily and feel comfortable wearing multiple hats. 

Additional Information

*On-site presence and requirements may change depending on our client's needs* 

Turner & Townsend is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability. Equal Employment Opportunity Posters  If you’d like to view a copy of the company’s affirmative action plan, please email [email protected].  If you are an individual with a disability and would like to request a reasonable accommodation as part of the employment selection process, please contact the Human Resources Department at 713-457-9400 or [email protected].  This telephone line and email address is reserved solely for job seekers with disabilities requesting accessibility assistance or an accommodation in the job application process. Please do not call about the status of your job application if you do not require accessibility assistance or an accommodation. Messages left for other purposes, such as following up on an application or non-disability related technical issues, will not receive a response.

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It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time. 

Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts, are considered property of Turner & Townsend and are not subject to payment of agency fees. In order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend, there must be a formal written agreement in place and the agency must be invited, by the Recruitment Team, to submit candidates for review.