Administrative Support Specialist at Boulo Solutions in Birmingham, Alabama

Job Description:

Boulo is sourcing candidates for an Administrative Support Specialist to join our client, a Birmingham-based commercial construction firm.

Employment Type: Full-Time

Flexibility: In-office, M-F 8am - 5pm

Pay: $40-45,000

Benefits: Full benefits package including 401K with match

Responsibilities:

• Operate front desk in an orderly and professional manner
• Receive all incoming phone calls during business hours and route appropriately in a polite and informative manner
• Greet and assist visitors. Manage the flow of visitors and incoming/outgoing packages
• Maintain conference room schedules; set up/clean up after meetings
• Receive and distribute all incoming correspondence (mail, faxes, etc.)
• Prepare outgoing correspondence complete with transmittals, labels, postage
• Create and maintain MS Outlook contacts and schedule team meetings, company holidays and other events in Outlook
• General housekeeping; breakroom counters, front desk, conference room and coffee station
• Stock paper trays for printers and copiers, keep areas clean &organized
• Replenish office supply inventory; snacks/coffee/water
• Coordinate with property management to address building maintenance/issues and help coordinate equipment & supply needs for new employees
• Assist with onboarding of new employees
• Assist Preconstruction Services with pre-bid phone calls and bid day lunch coordination and assembly of prequalification packets
• Assist Finance & Administration with scanning of invoices and credit card receipts to Sage Paperless or to pdf for accounting clerk to process, filing of accounting documents, mailing weekly vendor checks and deliver daily deposit to bank as needed
• Create new project file folders, electronic and hard versions as well as new hire binders and others as requested
• Provide general administrative support for team members - printing file/binder labels, typing meeting notes and various correspondence. Assist with meeting material preparation, marketing material distribution, and general clerical assignments, including copying and scanning

Requirements:

• Team player and willing to perform additional tasks not listed above, when necessary
• Confident and comfortable dealing with clients in person and over the phone as well as punctual and dependable
• Highly proficient in MS Office; Adobe Acrobat and Microsoft Outlook
• Quick learner with strong work ethic and able to multitask effectively
• Exceptional communication, organization, and interpersonal skills with an outgoing and friendly attitude and a willingness to help
• General knowledge of office equipment(fax/printer/copier/scanners, etc.) and be able to troubleshoot as necessary
• Minimum two (2) years administrative experience

New to Boulo? Don't let your job search end here. Boulo is a recruiting platform that goes beyond titles and timelines. We help experienced, knowledgeable professionals stand out to hiring managers by showcasing value through a skills-first approach. If you're tired of being overlooked on other job boards and seeking a new opportunity, join Boulo here: https://boulosolutions.com/ Apply Now