Administrative Assistant

HPS Concrete Inc. its focus is to expand its portfolio of proven and well-located properties including multi-family, industrial, retail, commercial, for-sale and congregate care through acquisition and development while providing stable cash flow to its partners and outside investors.

Job Summary

This position is a Par-time Administrative Assistant position which provides a full range of moderate to complex

clerical/administrative work assignments in support of the Senior Director of Construction and Operations. The Administrative Assistant reports directly to the Senior Director of Construction and Operations, but interacts with a wide range of staff, vendors, suppliers, and contractors. In addition to typing, filing and scheduling, performs clerical duties such as creating spreadsheets, budgets, progress reports, and working on special projects. Also, answers non-routine correspondence and assembles purchase price/parts list updates for vendors using Ops Technology, a fully integrated operations support solution.

Essential Functions

• Provide administrative support and assistance to the Senior Director of Construction and Operations.

• Schedules and organizes complex activities such as meetings, appointments, and department activities for all members of the department.

• Takes messages or fields/answers all routine and non-routine questions• Works in cooperation with other GK assistants to cover phones in reception area.

• Acts as a liaison with other departments and outside vendors, suppliers, and contractors. Handles routine and non-routine information such as composing memos, researching and creating presentations, generating reports, and maintaining department meeting minutes and agendas.

• Works independently and within the team on special nonrecurring and ongoing projects. Acts as a project manager for special projects, at the request of the Senior Director, which may include: planning and coordinating multiple presentations, disseminating information, budgets, and progress reports.

• Create new vendor set-up in Ops Technology, WTN’s and invoices in preparation for the agents to ROG approve and process.

• Maintain department meeting minutes and agendas • Work with vendors to ensure updated and current insurance, credentials and documents are on file.

• Assist with purchasing price/parts list updates for vendors in Ops Tech system.

Other Responsibilities

• Assist team members in preparing expense reports in Com Data.

• Maintain blueprint CD cabinet of plans.• Performs other duties as assigned.

Materials and Equipment

This role routinely uses standard office equipment such as laptop computers, smart phones, photocopiers, filing cabinets and other presentation materials.Personal and/or laptop computer, calculator, printer, scanner, smart phone, ShoreTel business phone, and fax machine.

Knowledge, Skills and Abilities

• Ability to manage multiple project schedules and ensure timely completion.

• Excellent interpersonal skills and ability to communicate effectively with GK ownership, senior management, co-workers, and vendors.

• Command of written communication. Ability to draft, edit and finalize correspondence and reports with minimum supervision and direction.

• Proficiency in compiling and maintaining detailed records and reports requiring a high degree of accuracy.

• Ability to exercise initiative and problem-solving skills.

• Proficient in using a variety of software packages, such as Microsoft Office applications. Outlook, Powerpoint, Excel, etc., to produce correspondence and documents and to maintain presentations, records, spreadsheets and databases.

Requirements/ Minimum Qualifications Required

• High school diploma or equivalent General Education diploma (GED) required; some college highly preferred.

• 1-5 years’ experience as an administrative assistant or office administrative.

• Highly collaborative style with a sincere commitment to work with all groups, including ownership, senior management, staff, and others.

• Knowledge of clerical and administrative procedures and systems such as filing and record keeping.

• Exceptional customer service and communication skills.

• Minimum typing speed of 50 wpm

• Ability to multi task and work under tight deadlines