Administrative Assistant

Wilmington, DE

Administrative Assistant

EDiS’ Administrative Assistant is responsible for providing secretarial and administrative support for project team members pertaining to construction projects and/or executive team members and their respective departments. This involves interacting with internal and external project team members – including client representatives, contractors, and members of the design team. EDiS’ Administrative Assistant may also be assigned an area of focus to compliment company activities.

Expectations of EDiS Employees

  1. Be a leader by taking responsibility, exhibiting a positive attitude, and preserving the company culture.
  2. Actively participate in the implementation and support of EDiS’ Total Jobsite Safety and Zero Accidents Program.
  3. Embrace EDiS’ Service Vision and Nine Standards, and apply them to everything you do.
  4. Seek to thoroughly understand corporate and industry practices, processes, standards, etc., and their impact on project activities.
  5. Strive to continuously build knowledge and skills by pursuing training and development.
  6. Serve as a steward of EDiS’ financial health and growth.
  7. Work ethically and with integrity.

Essential Duties and Responsibilities

  1. Assist project team member(s) by completing assigned tasks associated with project(s) on time and accurately.
  2. Assist with scheduling, preparing materials for, and attending project related meetings, as directed. (COMPASS, Project Kick-off, Scope Review, MidPoint, Lessons Learned, etc.)
  3. Type, proof, and distribute meeting minutes and monthly reports.
  4. Assist with preparation and distribution of bid packages. Including, preparing bid specifications, sending out advertisement for bid, maintaining bidders log.
  5. Create and maintain project directory.
  6. Track and process submission of required documentation from contractors, including insurance, bonds, Safety MSDS, business licenses, emergency contact information, drug screening, etc.
  7. Prepare appropriate project contracts (AIA, Contractor) as needed.
  8. Prepare cover sheet for Bid Bonds, Performance/Payment Bonds for review and approval.
  9. Prepare Contractor Applications for Payment and change orders as necessary (i.e. State of DE projects).
  10. Obtain necessary signature on contracts, subcontracts, and change order documents as required.
  11. Assist with closeout of project, including contract closeout and internal project archiving as required.
  12. Maintain and complete assigned project documentation and reports ensuring documentation is thorough, up to date, and accurate.
  13. Type variety of documents including memos, business correspondence, reports, and other documents.
  14. Answer phone professionally, administer, and redirect incoming calls accordingly.
  15. Assume secretarial responsibility for members of Executive Team as assigned.
  16. Assume secretarial responsibility for specific departments or area of focus, as assigned.
  17. Assist with receptionist duties as needed.

Qualifications/Competencies (Knowledge, Skills, Abilities)

  1. Proficient with Microsoft Office suite, including Word, Excel, Outlook, and PowerPoint
  2. Proficient with software to view, create, manipulate PDFs (e.g., Adobe Acrobat, BlueBeam)
  3. Knowledge of how to properly prepare routine business correspondence formats (e.g., letters, memo, etc.)
  4. Excellent communication skills, both verbal and written (e.g., phone etiquette, business writing, client correspondence, etc.)
  5. Strong grammar and proofreading skills
  6. Respect for the need to maintain confidentiality of work items
  7. Well organized, detail oriented, reliable with a professional attitude
  8. Self-starter, goal oriented, and passionate about customer service
  9. Possess exceptional time management skills and multi-tasking skills
  10. Ability to work independently and with a team in a fast-paced and high-volume environment with emphasis on accuracy and timeliness
  11. Team-oriented with the ability to positively interact with internal and external team members
  12. Open to direction and feedback, listen and seek clarification

Required Education and Experience

  1. High School Diploma or GED, 1-2 years business school or the equivalent combination of training and experience
  2. Demonstrated secretarial and administrative experience
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