The Secretary for our Construction Company plays a vital role in ensuring the smooth operation of administrative tasks within the construction company. This position requires exceptional organizational skills, attention to detail, and the ability to multitask effectively. The Secretary will be responsible for managing correspondence, scheduling meetings, maintaining records, and providing administrative support to various departments within the company.
Responsibilities:
1. Manage incoming and outgoing correspondence, including emails, letters, and phone calls.
2. Coordinate meetings, appointments, and conferences for company executives and project teams.
3. Maintain and organize electronic and hard copy filing systems to ensure quick retrieval of documents.
4. Assist in the preparation of reports, presentations, and other documents as needed.
5. Handle confidential information with discretion and professionalism.
6. Process invoices, purchase orders, and expense reports in a timely manner.
7. Assist with project documentation, including contracts, permits, and regulatory compliance.
8. Coordinate travel arrangements and accommodations for staff and executives.
9. Act as a liaison between different departments within the company, fostering effective communication and collaboration.
10. Provide general administrative support, such as ordering office supplies, maintaining office equipment, and handling mail distribution.
11. Assist with special projects and initiatives as assigned by management.
Requirements:
1. Proven experience as a secretary, administrative assistant, or similar role, preferably in the construction industry.
2. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
3. Excellent communication skills, both written and verbal.
4. Strong organizational skills with the ability to prioritize tasks and meet deadlines.
5. Attention to detail and accuracy in data entry and record keeping.
6. Ability to work independently with minimal supervision and as part of a team.
7. Flexibility to adapt to changing priorities and work schedules.
8. Discretion and integrity when handling sensitive information.
9. Knowledge of basic accounting principles and experience with financial record keeping is a plus.
10. High school diploma or equivalent; additional certification or training in office administration is desirable.
This job description outlines the key responsibilities and requirements for the Construction Company Secretary position. Candidates who possess the necessary skills and experience are encouraged to apply and contribute to the success of our construction company.
