Full Time
Morgan Industrial
Hillsboro, OR, USA

NO OUTSTIDE AGENCIES

Summary

The Admin Assistant will assist with day-to-day tasks in an office environment. Duties will range from data entry for projects, invoicing, working with subcontractors and vendors, to miscellaneous tasks assigned by the project managers.

Responsibilities:

  • Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately.
  • Create and maintain project information in project management system; create project folders, purchase orders, change orders and their respective attachments as well as generating transmittals per Project Manager’s request for plans and specifications and pay requests.
  • Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout the duration of a project, fax or email correspondence to the field or other locations as needed.
  • Coordinate invoicing, monitor payments to subcontractors and vendors.
  • Enter and maintain client and prospect data in automated system.
  • Answer and direct phone calls or take messages for appropriate parties.
  • Verify insurance certificates and follow up to insure proper coverage is in place.
  • Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.
  • Preparing plans and specifications for pickup/shipment.
  • Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, ordering supplies, sorting and distributing correspondence and maintaining database records.

Requirements:

  • High School Diploma, GED or equivalent.
  • 1-2 years of experience providing administrative support preferably in the A/E/C industry
  • Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
  • Proficient in MS Office
  • General basic knowledge of and ability to learn project management software such as Wright Plan and other related programs and systems