Administrative Assistant in Clinton, Maryland at ArchKey Solutions

Description

ADMINISTRATIVE ASSISTANT
This position is based out of our Fenton, MO office.

About ArchKey

ArchKeyis one of the nations largest privately held specialty trade installation and integrated facility service companies. We are a leader in designing, building and maintaining electrical, technologies and specialty systems. Were the POWER behind making the improbable possible.

Were electrifying the nation, energizing the future and bringing communities to life like never before. What we do today shapes the vision of tomorrow. Our work impacts lives long after the building is done. This means we are committed to building in ways that are not just technologically advanced, but sustainable, scalable and equitable by all. Were not just energizing infrastructure, were energizing careers, communities, and the future.

Made up of the brightest minds in the industry, our team is our greatestassetbringing knowledge, skills, and experience to every project. This is more than a call to join us, its an invitation to be part of a visionary journey, to grow with us as we scale.

About the Position

Responsible for providing various administrative and office support functions, requiring a confident, professional, organized, dependable, self-motivated, and thorough approach. This position assists with general administrative and communication support, and is expected to consistently demonstrate initiative, flexibility, resourcefulness, good independent judgment and problem-solving in handling important administrative functions, in alignment with all Company policies, procedures, key objectives and regulations.

Our Ideal Candidate

• Can flex and adapt with the growing needs of the business.
• Can work autonomously and creatively solve problems.
• Hasa growth mindset and is always looking to continually learn and grow.

Day in the Life

• Review weekly union labor hours on timekeeping software (RHUMBIX) to ensure project managers are approving in a timely manner. Flag any errors, such as incorrect rates, pay scales, job numbers, etc., for review.
• Review union collective bargaining agreements to understand classifications, rates, overtime rules, etc. to assist with timekeeping support.
• Assist with submitting receipts from the field for reimbursement.
• Establishes and maintains office organization and assists with a full range of administrative duties, including document preparation, filing and tracking metrics. Tracks and maintains current information on active projects, project opportunities, schedules and/or training activities as requested
• May assist project managers with reporting duties, such as reporting hours, accruals, union or client specific reporting. May participate in project status or safety meetings and assist in developing meeting minutes for distribution.
• Set up new hire information into applicable systems.
• Update safety training records for field employees
• Schedules and coordinates the details for appointments, meetings, training, conference calls and event planning as requested. Schedules conference rooms as requested.
• Order flame resistant clothing per approved policy to field employees.
• Accurately prepares, receives, sorts, copies, files, retrieves, and distributes Company and/or client correspondence, project documents and reports as needed. This may include proposals, presentation materials, payroll reports, manuals, and other documents. Maintains confidentiality and urgency as appropriate.
• Accurately and confidentially maintains Company records and other sensitive business and client data and intellectual property.
• Maintains professional and technical knowledge by establishing solid networks and communicating well with co-workers, customers, project managers, foremen, sub-contractors, vendors, office staff and field personnel.
• Promotes and models the Company mission, vision and values through exercising sound and ethical business practices, championing all elements of diversity, equity, and inclusion (DEI) and providing high quality services and programs as they relate to clients, subcontractors, co-workers, suppliers, and the public.

Minimum Qualifications

• High School diploma or equivalent. Associate degree preferred
• Minimum 1-3 years of administrative support experience, preferably in manufacturing, construction, or a related business.
• Experience with Microsoft Office software applications.
• Experience working closely with confidential and proprietary information and maintaining integrity of conversations and data where needed.
• Strong professional team player, with effective collaboration, organizational and relationship-building skills. Demonstrated elevated level of integrity and dependability.
• Ability to manage workflow and meet deadlines in a fast-paced environment with multiple and sometimes changing priorities independently and effectively.
• Excellent written communication skills, including high quality documentation and report preparation. Strong listening, interpersonal and verbal communication skills. Strong telephone communication skills.
• Strong independent problem-solving skills, detail orientation, customer service and time management skills.
• Process orientation preferred.

Benefits

AtArchKeySolutions, our benefits package includes competitive health insurance options (medical, dental, and vision), a robust 401(k) retirement savings plan with employer match, paid time off and holidays, and access to wellness programs. Additionally, we offer professional development opportunities, tuition reimbursement, and employee assistance programs to support your growth and well-being. We ensure that our benefits are designed to promote the health, security, and work-life balance of our employees. Additional information is available at Archkey.com.

Legal & Fraud Disclaimer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. We are an Affirmative Action, Equal Opportunity Employer. #MO1-10.

Beware of fraudulent job postings. ArchKey Solutions only communicates through official channels. All official communication will come from an @archkey.com email address and we will never ask for financial information, payments, or personal details outside of the standard hiring process. To confirm the legitimacy of a job, visit our careers page or reach out to a member of our Talent Acquisition team.