Administrative Assistant at Penhall International in Nashville, Tennessee

Job Description:

Application Instructions



Since 1957, Penhall has been the premier provider of concrete services to the United States and Canada for a wide variety of industries. It all began with Leroy Penhall's realization of an opportunity during Anaheim, California's "Orange Grove Development Boom" of the 1950s. He purchased his first gas-powered diamond saw, which allowed him to carry out concrete work with accuracy and speed. Penhall has since grown to offer a comprehensive selection of concrete services, including scanning, cutting, sawing, breaking, and removal.



Position Description



Job Summary:



The Administrative Assistant is responsible for supporting daily operations by efficiently managing administrative tasks, ensuring accurate record-keeping, and maintaining smooth office functions. This role involves handling verification of payroll and hours, billing, collections, and other critical administrative duties while fostering a professional and organized work environment. The Administrative Assistant serves as a vital resource for both employees and leadership, contributing to the overall success of the branch or location.



Duties and Responsibilities:



• Manage and oversee billing processes, ensuring timely follow-up on collections.


• Compile employee time, production, and payroll data from time sheets and other records; ensure compliance with certified payroll requirements.


• Assist with new employee paperwork, including onboarding, safety training setup, and DOT compliance using DISA software.


• Answer and screen calls, handling routine inquiries and escalating critical items to the supervisor as necessary.


• Compile and prepare reports for supervisory use, analyzing and comparing data as needed.


• Obtain necessary signatures on contracts, subcontracts, and change-order documents; maintain accurate records and ensure timely distribution.


• Manage mail services, shipping/receiving packages, and office supply deliveries; coordinate travel arrangements, including hotel bookings and per diem for field workers.


• Perform other duties as directed by the supervisor.


• Required Skills and Abilities:



• Strong organizational and time-management skills.


• Excellent verbal and written communication abilities.


• Attention to detail and high accuracy in data entry and document preparation.


• Proficiency in office software, including word processing, spreadsheets, and database management.


• Ability to maintain confidentiality at all times.



Position Requirements



Required Skills and Abilities:



• Strong organizational and time-management skills.


• Excellent verbal and written communication abilities.


• Attention to detail and high accuracy in data entry and document preparation.


• Proficiency in office software, including word processing, spreadsheets, and database management.


• Ability to maintain confidentiality at all times.


• Customer service orientation with a focus on addressing inquiries and resolving issues professionally.


• Flexibility and adaptability in a dynamic work environment.


• Proactive approach to problem-solving and task completion.


• Teamwork and collaboration skills, with the ability to work across departments effectively.


• Proficiency in Microsoft Office Suite and other related software.



Essential Core Competencies:



• Organization and Time Management: Effectively prioritize tasks and manage multiple responsibilities.



• Collaboration: Strong team player with the ability to work across departments to achieve common goals.


• Communication: Clear and effective verbal and written communication skills.


• Customer Focus: Commitment to understanding and meeting customer needs.


• Attention to Detail: Ensure accuracy and thoroughness in all administrative tasks.


• Adaptability and Flexibility: Adjust to shifting priorities and embrace new processes.



• Initiative and Proactiveness: Anticipate needs and complete tasks independently.



Education and Experience:

• High school diploma, plus 2-3 years of business or industry-related experience.


• Proven experience in customer service, payroll (including certified payroll), Accounts Payable (A/P), Billing, and Collections (A/R).


• Familiarity with construction or related administrative procedures, systems, and terminology.


• Proficiency in Microsoft Office Suite and other related software.

Physical Requirements:



• Prolonged periods sitting at a desk and working on a computer.


• Must be able to lift up to 15 pounds at times.


• Ability to walk job sites as needed.


• May be required to travel to job sites or other locations as necessary.



Equal Opportunity Employer



Penhall Company is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, compensation inquiries, discussions or disclosures, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state or local protected class. (41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a))



This job description is intended to describe the general nature and level of work being performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required. Penhall Company reserves the right to modify, add, or remove duties and to assign other responsibilities as necessary. Apply Now