Administrative / Office Assistant in De Soto, Kansas at Enerfab

Title: Administrative / Office Assistant
Division: Electrical
Reports to: General Manager
Location: Project Kansas – DeSoto, KS

Company Summary:
For more than 125 years, Enerfab has been a trusted leader in heavy industrial construction. With 11 locations across eight states, we self-perform electrical, mechanical, and steel construction, along with custom fabrication and modularization. Our teams support large-scale projects in power generation, manufacturing, oil and gas, food and beverage, chemical, and pharmaceutical markets. Our reputation is built on a century of successful projects, a strong commitment to safety and quality, and the expertise to deliver complex solutions for our customers.

The Administrative/ Office Assistant will be responsible for managing the day-to-day administrative and office support functions. This role will include office organization, coordination of office activities, and ensuring a smooth workflow to support our construction projects.

Responsibilities:
General Administrative Support:

• • Respond to inquiries and provide information to employees and external partners.
  • Manage and organize office documentation and files.
  • Handle incoming calls and correspondence.

Calendar Management:

• • Assist in scheduling appointments, meetings, and events for team members.
  • Coordinate and arrange travel arrangements as needed.

New Hire Onboarding:

• • Assist in the onboarding process for new employees.
  • Coordinate orientation sessions and ensure necessary paperwork is completed.
  • Facilitate the setup of new hires with required equipment and access.

Event Coordination

• • Assist in planning and executing company office and jobsite events

Office Supply, Organization, and Cleanliness

• • Maintain and organize an efficient office environment, including managing office equipment and supplies.
  • Coordinate with vendor partners and contractors for office services, such as cleaning, security, and maintenance.

Data Entry and Record Keeping:

• • Enter and update various data in company databases.
  • Maintain organized records and documentation.

Timekeeping and Time Entry:

• • Manage and maintain accurate timekeeping records for employees.
  • Enter and update time and attendance data in the company's systems.
  • Generate reports on time-related metrics as needed.

Billing Assistance:

• • Provide support in billing processes, including preparing invoices and reconciling billing discrepancies.
  • Collaborate with the finance department to ensure accurate and timely billing.

Other Tasks as Requested:

• • Undertake additional administrative tasks and projects as requested by management.
  • Flexibility to adapt to changing priorities and responsibilities.

Qualifications:

• High school diploma or equivalent; additional qualifications in office administration or related field is a plus.
• This position assists the leadership of the Electrical Division in executing their duties.
• Position would office at the job site in DeSoto, KS.
• Proven experience as an administrative assistant or in a similar role.
• Construction company administrative experience and/or construction jobsite experience preferred.
• Proficient in Microsoft Office suite (Word, Excel, Outlook).
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Attention to detail and accuracy in work.
• Ability to handle sensitive and confidential information with discretion.