Graham Construction is one of the leading Construction Managers and General Contractors in the Midwest.  The skills that have made us one of the top healthcare contractors in the Midwest, have also benefited customers in other industries with complex projects such as labs, demanding renovations requiring continuous operations, and projects with aggressive schedules.  We are committed to "Building what's important", our relationships with our customers, architects, and trade partners.  We believe that trust, honesty and open communication are critical foundations for building long-term relationships.  This philosophy has led to a long list of repeat customers, some that we are proud to have been associated with since our inception in 1981.

What do we offer?

• Full time salaried position
• 401K
• Health, Dental, Vision, Life insurance available
• Vacation and personal days

JOB TITLE

Administrative Assistant

The purpose of this job is to manage the front desk, assist the office and ensure work is performed in a timely and cost effective manner.

Job Responsibilities:

Office Management Duties:

• Oversees professional operation and appearance of office. Keeps printers, copiers, fax and plotter and other equipment stocked as necessary. Processes and distributes mail in a timely manner. Unlocks front office door each morning.
• Orders and maintains office supplies and equipment. Reviews and recommends office equipment that enhances work output.
• Greets customers as they come in and answers the main phone line, distributes calls as needed.
• Knows schedule of staff, informs staff of meetings, ensures business meeting logistics and materials are in place.
• Organizes, updates and maintains archive room and office library.
• Produces, updates, and distributes company directories, forms and business cards.
• Coordinates, develops and arranges company social functions both internally and externally with clients.
• Administers and troubleshoots office phones for office and field personnel.
• Formats the company newsletter using InDesign.
• Assists and helps any employee on projects or tasks that need to be completed for the overall success of the company.
• Orders flowers and gifts for various occasions.
• Coordinates parking with Brown Garage manager for new hires and office visitors.
• Approves invoices pertaining to administrative assistant work.
• Opens and distributes mail each day. 

Project Assistant Duties:

• Receives and tracks job information, including plans, bids, contracts, submittals and shop drawings from project managers and distributes information to appropriate recipients in a timely manner.
• Enters projects in project management software with necessary correspondence for reference by project managers.
• Coordinates and prepares project close-out documentation.
• Assists with preparing formal RFP Responses, using Word, Adobe, and InDesign and preparing the binders and tabs for the presentations.
• Prepares and maintains lien waivers for sub-contracts and large material suppliers for each project.
• Matches current payments of sub-contractors to draw requests.
• Mails sub-contractor payments and mails or ships all client invoices.
• Enters current Certificate of Insurance expiration dates into the accounting system for each vendor.
• Makes phone calls for current certificates prior to insurance audit.

Assist with Safety Administration:

• Updates, maintains and distributes safety hours for field employees.
• Orders and distributes safety prizes.
• Distributes weekly safety meeting sheets.
• Updates and maintains employee drug testing list.
• Acts as the Safety Director’s assistant.

Job Qualifications:

1. Ability to operate all necessary office equipment required to accomplish job duties such as copiers, calculators, phones, fax machines, etc.
2. Knowledge of organizational methods and the ability to manage multiple tasks/projects simultaneously.
3.  Ability to communicate effectively with office staff members on any computer/equipment issues/problems they are experiencing.
4.  Ability to comply with all work related deadlines.
5. Good knowledge of computer hardware, software and network systems.
6. Ability to assist in other work related areas as necessary.
7. Ability to work daily and extended hours as necessary