Administrative Assistant I

JOB SUMMARY

The Administrative Assistant I is a key team member responsible for managing and supporting the administrative functions, initiatives, and data management for their department. This role requires exceptional organizational skills, advanced data proficiency, and a serious commitment to accuracy, particularly regarding operational metrics. This key position will work in a team environment, providing support to multiple Project Managers, Field Leadership, and the department leader.

JOB RESPONSIBILITIES

· Effectively manages department calendar to align meetings, deadlines, and priorities.

· Oversee the setup and ongoing management of office supplies to support project managers and job site operations.

· Responsible for general purchasing, creating, and issuing purchase orders.

· Runs project transaction reports as needed for projects.

· Resolves accounts payable problem invoices (over purchase orders, invoices with no purchase orders, incorrect purchase order references, etc.)

· Works with project managers on project-specific reporting, scheduling, and contract administration.

· Prepares expense reimbursement requests and completes credit card reconciliation as needed.

· Maintains positive and effective relationships with clients, vendors, and project teams.

· Maintains owner- or contractor-controlled insurance program for McKenney’s and our vendors.

· Works with project managers with monthly cost-plus and lump sum billings.

· Demonstrates proficiency using company systems, Excel, Microsoft 365 tools, shared drives, Teams, Outlook, and other department-specific platforms.

· Accurately enters, maintains, and retrieves data from company systems while supporting data integrity and confidentiality.

· Uses digital tools to organize files, track tasks, manage documentation, and support project or department workflows.

· Leverages basic AI-assisted tools, approved templates, and standard workflows to improve efficiency and communication.

· Quickly learns new technology platforms and applies them consistently in daily administrative responsibilities.

· Engages with project management teams by visiting job sites and having a thorough understanding of current project needs.

· Provides support in the development and training of departmental co-ops, ensuring adherence to and understanding of policies and procedures.

BASIC QUALIFICATIONS

Education and Experience

· High school diploma or GED

· One year of relevant experience

· Experience with accounting software

· Excel and Adobe Acrobat Professional

Knowledge, Skills, and Abilities

· Detail-oriented with strong organizational, problem-solving, team development, critical thinking, and leadership skills

· Ability to prioritize work and handle multiple tasks

· Excellent note-taking skills.

· Able to acknowledge where skill sets can benefit the team and offload team members’ duties.

· Excellent communication skills-both written and verbal

· Ability to be flexible and perform independently with minimum supervision

· Well-developed sense of judgment

· Ability to maintain customer and employee trust and protect operations as needed by keeping information confidential · Strong interpersonal skills and the ability to interact well within a team and collaborate cross-departmentally

· Ability to use time productively, maximize efficiency, and meet challenging work goals

· Able to demonstrate a serious commitment to accuracy and quality while meeting goals or deadlines

· Ability to take on additional responsibilities as needed as well as determine and manage priorities with minimal guidance

· Must possess and maintain an exceptional work ethic, uphold company values, and demand the highest standard of conduct from self and others

· Professional appearance and a polished image that inspires confidence and trust

PREFERRED REQUIREMENTS

· 1 year of experience in a construction-related administrative position

· Salesforce CRM support

· Microsoft Excel Certified

· Cost Plus billing experience

· Smartsheet strongly preferred

WORKING CONDITIONS AND PHYSICAL EFFORTS

· Work is usually performed in a typical interior office environment.

· No or very limited exposure to physical risk.

· No or very limited physical effort is required.