Administrative / Office Assistant

De Soto, KS

Full Time

Mid Level

Title: Administrative / Office Assistant
Division: Electrical
Reports to: General Manager
Location: Project Kansas – DeSoto, KS

Company Summary:
For more than 125 years, Enerfab has been a trusted leader in heavy industrial construction. With 11 locations across eight states, we self-perform electrical, mechanical, and steel construction, along with custom fabrication and modularization. Our teams support large-scale projects in power generation, manufacturing, oil and gas, food and beverage, chemical, and pharmaceutical markets. Our reputation is built on a century of successful projects, a strong commitment to safety and quality, and the expertise to deliver complex solutions for our customers.

The Administrative/ Office Assistant will be responsible for managing the day-to-day administrative and office support functions. This role will include office organization, coordination of office activities, and ensuring a smooth workflow to support our construction projects.

Responsibilities:
General Administrative Support:

- Respond to inquiries and provide information to employees and external partners.
- Manage and organize office documentation and files.
- Handle incoming calls and correspondence.

Calendar Management:

- Assist in scheduling appointments, meetings, and events for team members.
- Coordinate and arrange travel arrangements as needed.

New Hire Onboarding:

- Assist in the onboarding process for new employees.
- Coordinate orientation sessions and ensure necessary paperwork is completed.
- Facilitate the setup of new hires with required equipment and access.

Event Coordination

- Assist in planning and executing company office and jobsite events

Office Supply, Organization, and Cleanliness

- Maintain and organize an efficient office environment, including managing office equipment and supplies.
- Coordinate with vendor partners and contractors for office services, such as cleaning, security, and maintenance.

Data Entry and Record Keeping:

- Enter and update various data in company databases.
- Maintain organized records and documentation.

Timekeeping and Time Entry:

- Manage and maintain accurate timekeeping records for employees.
- Enter and update time and attendance data in the company's systems.
- Generate reports on time-related metrics as needed.

Billing Assistance:

- Provide support in billing processes, including preparing invoices and reconciling billing discrepancies.
- Collaborate with the finance department to ensure accurate and timely billing.

Other Tasks as Requested:

- Undertake additional administrative tasks and projects as requested by management.
- Flexibility to adapt to changing priorities and responsibilities.

Qualifications:

High school diploma or equivalent; additional qualifications in office administration or related field is a plus.
This position assists the leadership of the Electrical Division in executing their duties.
Position would office at the job site in DeSoto, KS.
Proven experience as an administrative assistant or in a similar role.
Construction company administrative experience and/or construction jobsite experience preferred.
Proficient in Microsoft Office suite (Word, Excel, Outlook).
Strong organizational and time management skills.
Excellent written and verbal communication skills.
Attention to detail and accuracy in work.
Ability to handle sensitive and confidential information with discretion.

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