Administrative Assistant - Field

Overview

Gray Construction is looking to add a Administrative Assistant - Field to join their team in Louisville, KY. 

 Responsibilities

Why Gray?

Gray is a fully integrated design-builder delivering end-to-end solutions across construction, professional services, specialty equipment, and real estate. Since 1960, Gray has grown from a regional contractor to a nationally ranked industry leader, serving top domestic and international companies in the following markets: Manufacturing, Food & Beverage, Data Centers, Advanced Technology, and Distribution. 

Our integrated approach allows us to deliver value at every phase of a project—from designing and building state-of-the-art facilities to fabricating custom process equipment and implementing advanced automation. 

But what truly defines Gray is our people. Our success is driven by passionate, collaborative team members who take pride in their work, value strong relationships, and are committed to doing the right thing for our customers and one another. At Gray, you’ll find a culture built on teamwork, accountability, and the opportunity to make a meaningful impact. 

“Personal growth precedes Gray’s growth.” – Stephen Gray, President & CEO, Gray, Inc.  

 Qualifications

• A high school diploma or general education degree (GED); or minimum five years related experience and/or training.
• Experience in safety, construction or engineering firm is highly preferred.
• Team member must have strong organizational, time management and commutation skills.
• Must possess basic computer skills including the ability to utilize Microsoft applications (Word, Excel, PowerPoint, Outlook, etc.), tablets and smartphones. Experience with Procore and SharePoint is a plus.
• May require knowledge of applications specific to the department assigned with a willingness to learn new programs as needed by the department.
• The selected candidate will have excellent communication skills.

The new team member should be an energetic, self-motivated individual who enjoys a team environment, as well as a passion for collaboration and professional development. If you are a high achiever striving to exceed expectations in a fast-paced innovative company, then Gray is the place for you.

The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

What we expect… (Essential Functions)

• Provide daily administrative support to the site safety teams.
• Provide general information and administrative support, including special projects and initiatives, scheduling appointments, conferences, ordering supplies/equipment, and meetings.
• Participate in training and professional development activities.
• Conduct Safety orientations.
• Make badges; liaise with security
• Review and update department budget and expenses.
• Prepare and assemble presentation materials.
• Assist with event planning and coordination.
• Handle all meeting logistics, including booking conference rooms, setting up IT, preparing/obtaining agendas, catering, and presentation materials. Coordinate any follow-up actions as needed.
• Attend meetings as directed to prepare agendas, take notes, and follow up on action items.
• Adapt to changing priorities and handle multiple tasks simultaneously.
• Ensure that the team’s area is organized and functional.
• Ensure timesheets are completed and turned in on time.
• Ensure expenses received are input into Concur accurately and timely.
• Schedule meetings with team members.
• Reads and routes incoming mail/e-mail. Locates and attaches appropriate file to correspondence to be answered by Manager.
• Prepares drafts of written correspondence, meeting minutes, reports, and documents. Maintains confidentiality of day-to-day department activities.
• Assist in proofreading and assembling information for Safety Minutes, Lessons Learned, etc. Distribute to appropriate team members as required.
• Other duties may be assigned.

Visa Sponsorship: This role is not eligible for visa sponsorship. 

Physical Demands & Work Environment

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the team member is frequently required to stand, walk, sit, use hands, reach with hands or arms and talk or hear.  They may occasionally be required to climb or

balance, stoop, kneel, or crouch.  Must occasionally lift and/or move up to 50 pounds. Specific vision abilities required include close vision.

Generally, normal office environment where noise level is moderate and temperature/humidity is controlled. Overtime may be required.

Supervisory Responsibilities

This position has no supervisory responsibilities.

EEO Disclaimer Gray is proud to be an Equal Opportunity Employer and welcomes everyone to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

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