Careers | Administrative Assistant | Inco Building System

Summary of Position: 

As part of its recruitment process, Inco Building System seeks qualified candidates whose work reflects the organization's highest standards of quality, integrity, and honesty.

We seek an experienced and motivated Administrative Assistant to join our dynamic team at Inco Building System.  A qualified and experienced Administrative Assistant provides administrative support to a construction project team by answering the phone, scheduling meetings, managing documents, updating project files, processing invoices, maintaining filing systems, and coordinating with subcontractors and vendors. 

This position requires a strong understanding of construction terminology, excellent organizational skills, and excellent written and verbal communication skills.

• The position is full-time, Monday through Saturday. 
• The applicant must hold a valid NC driver's license with a clean driving record. 
• Salary for a position is determined by the candidate's experience.
• Bonuses with conditions are part of the position.
• The Administrative Assistant  will report directly to the Production Manager.

Education:

• Applicants must have a high school diploma as the minimum requirement.

Experience:

• Experience as an administrative assistant, especially in the construction industry, is preferred.
• Preferably practical experience in the construction of Pre-Engineered Metal Building (PEMB) projects.

Qualifications and Responsibilities 

-General Office Administration: 

• Taking incoming phone calls and directing them to the appropriate person. 
• Communicating via email and distributing information. 
• Meeting and appointment scheduling. 
• Ordering and maintaining office supplies. 
• The filing and organization of documents, both electronically and physically.

-Project Support:

• Creating and updating relevant documentation for project files. 
• Maintaining a schedule and milestones for projects. 
• The preparation and distribution of project reports and minutes of meetings. 
• Providing assistance in the application and submission of building permits 

- Vendor and Subcontractor Management :

• The processing of invoices from vendors and subcontractors. 
• Informing subcontractors about changes and updates to the project. 
• Providing onboarding and contract management assistance to vendors

-Data Entry and Reporting: 

• Data entry into MS Office applications: Word, Excel
• Data entry into construction management software. 
• The creation of reports on budget status, project progress, and job costs. 
• Keeping spreadsheets and databases up-to-date. 

-Communication and Collaboration:

• The ability to communicate effectively with each Inco team member, company management, all vendors, subcontractors, and Project Owners.
• Assisting project managers, supervisors, and other members of the team. 
• Communicating effectively with clients, contractors, and others. 

-Relationship Management: 

• Strong in customer service.

-Problem-Solving : 

• The ability to analyze a situation and take proactive action. 

-Organizational Skills: 

• The ability to coordinate and prioritize tasks so that deadlines for the team and contracts are met.