We are seeking a highly organized and detail-oriented Front Office Administrative Assistant to join our dynamic team within the construction industry. This position plays a vital role in ensuring the smooth operation of our daily activities, serving as the first point of contact for clients, subcontractors, and suppliers. The ideal candidate will possess a strong administrative skills set, excellent communication capabilities, and a thorough understanding of office procedures. The Front Office Administrative Assistant will be responsible for managing day-to-day administrative tasks, coordinating office functions, and supporting various departments to optimize workflow. In this role, you will be expected to foster a welcoming office atmosphere while also always maintaining professionalism. Your ability to multitask, prioritize tasks effectively, and seamlessly coordinate schedules will be essential for success.
Responsibilities
Greet visitors and clients warmly and direct them to the appropriate personnel.
Answer and manage incoming phone calls, redirecting as necessary.
Schedule appointments and manage the calendar for office executives.
Maintain and organize office files, records, and documentation.
Assist with billing and invoicing processes to ensure timely payments.
Coordinate and schedule meetings, ensuring all necessary materials are prepared.
Provide support with project documentation and reporting as required.
Office supplies ordering.
Coordinate office equipment maintenance when needed.
Help employees with different and complex requests.
Schedule meetings if needed.
Organizing Catering for meetings.
Create Memos and letters.
Assist office personnel with requests they might have.
Provide support for office events coordination.
Distribute checks for employees and Subcontractors.
Manage/distribute incoming and outgoing mail.
Process all mail through Fedex and UPS.
Other duties as needed.
Requirements
Bi-lingual speaker (English and Spanish)
Proven experience as an administrative assistant or in a similar role.
Excellent verbal and written communication skills.
Strong organizational skills with a detail-oriented mindset.
Ability to multitask and prioritize effectively in a fast-paced environment.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Comfortable using office equipment such as printers, fax machines, and copiers.
A friendly demeanor and a positive attitude towards teamwork.
Benefits
401k
401k Matching
Paid Time Off
Sick Time
The company offers a generous benefits package that pays 100% for medical, dental, and vision.
Short Term Disability
Long-Term Disability
*Midsouth Steel provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression or any other characteristic protected by federal, state, or local laws.