Administrative Assistant

About Us:

We are a Heavy/Highway General Contractor based in Chestertown Maryland. The Company owns and maintains a fleet of over 300 pieces of equipment used in the construction of utilities (sewer, water, storm drain), earthmoving, and asphalt paving with several gravel pits and two asphalt plants.

About the Role:

We are seeking a highly organized and detail-oriented Administrative Assistant at our Chestertown, MD office to support our team with various administrative, contract, and HR-related tasks. The ideal candidate will have experience with Microsoft Office 365 (Word, Outlook, Excel, OneNote, Teams) and possess general knowledge of accounting and human resources. Construction experience is highly desirable.

Key Responsibilities:

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General Administrative Duties:

• Support the administrative team.

• Serve as a backup for the receptionist, handling phones, visitors, mail, etc.

• Maintain and manage Xerox machines, including supplies, new machines, and service.

• Oversee the postage machine, including supplies and maintenance.

• Manage plotter supplies and maintenance.

• Maintain and program the phone system, including speed dials and extensions.

• Order supplies for the office, plants, and field.

• Perform general office duties such as copying, scanning, printing, typing, and filing.

• Handle filing, applications, and annual reports for certain operations.
   

Contract Administration:

• Create calendar appointments for pre-bids and bids; update the bid log.

• Proactively assist project managers with correspondence, submittals, etc.

• Serve as a backup in handling bids.

• Update and maintain the job list.

• Set up customers and projects in ViewPoint software, including importing HeavyBid software files.
   

Human Resources Support:

• Conduct new hire orientation as a backup.

• Assist employees with questions, provide insurance information, and help with claims as a backup.

Requirements:

• Proficiency in Microsoft Office 365 (Word, Outlook, Excel, OneNote, Teams) is essential.

• General knowledge of accounting and human resources.

Preferred Experience & Education Requirements:

• Relevant job experience in administrative support.

• Construction industry experience is highly desirable.

Physical Requirements:

• Ability to perform typical office tasks, such as sitting for extended periods, typing, and handling office equipment.

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Job Type:

Full-time, Monday to Friday

Benefits:

• 401(k)

• Health insurance

• Paid time off

• + Additional benefits

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