Executive AssistantOffice Manager in Construction Industry in Indianapolis, IN

dividual will be responsible for supporting the Senior Vice President and will split their time between being and Executive Assistant twenty and being an Office Manager 80. Only applicants that have 8-10 yrs of background will be considered for this role. Responsibilities for this position include Compose and type letters andor correspondence for the Senior Vice President of Operations. Prepare highly confidential documents. Set-up and maintain filing system including confidential personnel files, project files, etc. Provide file organization and management of executive files. Screen phone callssolicitors. Scheduleconfirm meeting dates, times, etc. as directed. Assist with Request for Requirements and Requests for Proposal process. Prepare monthly invoices for current construction projects. Process expense reports for Senior Vice President and staff. Make hotel reservations for Senior Vice President and staff as directed. Track and insure that all certificationsmemberships for Senior Vice President are current and not expired updating microsoft excel spreadsheet as needed. Take meeting minutes as directed. Open and distribute mail daily. Act as receptionist for all visitors. Maintain and track employee vacation, personal and sick time on Ms excel spreadsheet. Collect time sheets weekly for the Columbus Office. Process employee leave requests for Vice Presidents signature. Develop and maintain new full time packets and checklists. Provide orientation to new employees providing them with pertinent company documentation on 1st day of employment. Order office supplies - keeping needed supplies in stock. IT Issues Resolve with help of Columbus IT department. Back-up of office computers as directed by the Columbus IT department. Invoices Code and process for weekly payment in Timberline. Vehicles and Trailers Get annual license plates and keep up with the maintenance of company vehicles. Assist in Estimating department as directed. Balance the Indy office checking account - writing checks as needed. Petty Cash, Keep all receipts and reconcile as needed. Overnight Mail, Weekly mail to Columbus includes invoices, checks, mail, etc.. Assist with registration for seminars, conferences, etc. Upkeep and maintenance of copiersfax machine order toner, trouble-shoot problems, etc. Maintenance of yard, landscaping and snow removal. Notary Public. Overseeing office cleaning crew and purchase needed cleaning items as requested. Keep the office kitchen tidy and the sink free of dishes. Purchase office items as needed from Petty Cash Hand soap, dishwashing liquid, toilet paper, bottled water, pop, coffee, etc.. Twice a year late spring and early fall turn on late Spring or shut off early Fall the outside water valve. Work with Sonitrol Security Company to keep key cards andor fobs current. Check the server room weekly to make sure the fan is still running. If there is a power outage call the Columbus office immediately and someone in the Columbus IT Department will assist you in rebooting the system. Manage all aspects of the office Only applicants with 8-ten years of background will be considered for this role due to the nature and amount of responsibilities. Applicants will be evaluated based on background, skill set, and overall match with the client. Interested applicants can apply for this position directly at www.OfficeTeam.com-Intermediate Conference Call Coordination Advanced Travel Arrangements Advanced Scheduling Apt Calendar Management Intermediate Order Office Supplies Intermediate Mail Processing Intermediate Expense Reports Intermediate Coordinate Meetings Basic In Design Intermediate Ms word Intermediate Outlook Intermediate Excelbr br OfficeTeam is the worlds leader in specialized administrative staffing, offering job opportunities ranging from executive and administrative assistants to customer service representatives, receptionists and general office support. We are faster at finding our administrative professionals great job opportunities because our staffing managers connect with nearly 90,000 hiring managers in North America every single week. Additionally, we provide 1 of the industrys most competitive training, benefits and pay packages. Contact us today at 1.800.804.8367 to learn why Fortune magazine just ranked us one in our industry on their list of Americas Most Admired Companies. OfficeTeam is an Equal Opportunity Employer. Apply for this job now or contact our branch office for additional details Office Location Info.Listing originally posted at http