Administrative Assistant

TAI • Linthicum, MD • 4w ago

Looking for an opportunity to manage the administrative tasks for a growing, tenured construction outfit? TAI Specialty Construction has an immediate opening for an Administrative Assistant to manage a wide array of office duties for multiple divisions within our construction group.

Here's a taste of what you'll be doing:

Time Sheet Administration: Receives all Time Sheets daily - resolves discrepancies with Div. Manager/Director, ensures receipt of all timesheets to Administration for payroll deadline.

TAI-SCI Job Book Set Up and Maintenance: Upon receipt of Purchase Orders set up Job book that includes Proposal, Estimate, JSA's, Time Sheets, PO's, and Tracks costs.

Maintain Safety Training and Equipment Log and Equipment Issue, Equipment Inspection - (Respirators, Electrical Gloves & Suits), and Coordinate Uniform Service with Cintas.

TAI-SCI Coordinating with accounting to manage received material invoices and client invoicing, Issues purchase orders for larger equipment for projects (i.e. engineered equipment), and Maintain Purchase Order Log.

Interface with Director and Division Managers of Service Divisions with regards to business/shop needs as required.Interface with field service technicians as required with regards to service ticket submittals.

Greeting all visitors and clients to the office in a professional manner.

Answering and directing phone calls to the appropriate staff members, screening calls, dealing with queries.

Receive and sort mail deliveries, daily mail drops at post office and courier deliveries. Prepare outgoing mail for pick-up and notify appropriate personnel of shipment deliveries.

Control inventory and order supplies relevant to reception area, supply closet, and kitchenettes.

Maintain a tidy reception area, conference room, and provide general office upkeep.

Coordinate all necessary building repairs with property management office.

Coordinate travel arrangements for staff members and prepare travel vouchers

Support the Administrative department with filing, copies, expense reports, credit applications, company credit card expense report submittals etc.

Manage any issues that may arise with fleet vehicles; interfacing with insurance providers, maintenance service providers, and drivers.

Monitor /track vehicle mileage logs and oversee the fuel program.

Maintain FOB Access Security System for the shop.

Coordinate with shop/lab cleaning service company.

Coordinate Uniform Contract administration for TAI SCI service divisions. In addition to controlling uniform inventory, ordering supplies, and invoices.

You'll be a perfect fit if you have:

High School Diploma or equivalent is required.

Minimum of three years of office administrative experience, preferably within the construction or technical services business.

Excellent verbal and written communication skills.

Must be organized and pay strong attention to detail.

Candidates need to show initiative, be forward-thinking, and be a self-starter.

Able to complete daily tasks without constant supervision.

Proficient in MS Office (Word, Excel, PowerPoint, Outlook, etc.)

Quick Books accounting software experience is preferred.

Compensation and benefits offering:

Pay: $20 - $32 an hour (based on experience)

Annual Profit Sharing Bonus (variable depending on firm's performance, employee performance, and tenure).

PTO and paid holidays.

Health benefits - Employee through family level coverage for medical, dental, and vision insurances. Company funded life and long-term disability insurances. Short Term Disability, FSA, HSA, EAP, and supplemental life insurances (employee - family) are also available!

401k with employer match.

If you're interested in learning more about TAI Engineering and what made us a top-20 partner to the manufacturing sector per Engineering News Record (ENR), please visit us at www.taiengineering.com.

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