Administrative Assistant

COMPANY OVERVIEW

JTI is a growing, progressive, and team-oriented company rooted in family values. We know that our employees are our number one asset. We not only encourage, but foster an environment that promotes professional growth, internal promotions, continuing education, and a safe work environment.

We are proud to employ a team of dedicated professionals with expertise in electrical construction, mechanical fabrication and installation, engineering, and controls and automation fields who are leaders in their disciplines. We strive to be an excellent strategic partner for clients, providing solutions and adding value to their businesses.

POSITION OVERVIEW

This position serves as the first point of contact for clients, guests, and employees and plays an important role in representing the company and maintaining a welcoming atmosphere. The Administrative Assistant provides administrative support to the branch and also provides administrative and backup support to the Project Coordinator and project teams as needed. This position assists with project documentation, data entry, filing, meeting coordination, document organization, and other administrative project functions under the direction of the Project Coordinator. Strong organizational, communication, attention to detail, and multitasking skills are required.

PRIMARY RESPONSIBILITIES

• Welcome guests as they arrive, determine the purpose of their visit and direct them to the appropriate person or department.
• Handle incoming phone calls and direct them to the appropriate department or individual
• Maintain a clean, professional and safe a reception area.
• Maintain office supplies and place orders when necessary.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Prepare outgoing mail and arrange courier services when needed.
• Take up other duties as assigned (general administrative tasks, as needed).
• Creating and maintaining SOP’s relevant to this position.
• Provide administrative and back up support to the Project Coordinator and project teams as assigned.
• Assist with creating, organizing, maintaining, and filing project documentation and records within designated project folders.
• Assist with document control, including uploading, distributing, filing, and maintaining current project documents.
• Assist with preparing project correspondence, reports, spreadsheets, presentations, and other project-related documentation.
• Assist with scheduling project meetings, preparing meeting materials, taking meeting notes, and distributing information as directed by Lead Project Coordinator or Branch Management.
• Assist with collecting, entering, and maintaining project-related data and records.
• Assist with obtaining and organizing vendor documentation, quotes, purchase order documentation, receipts, and other procurement-related records as directed.
• Provide administrative assistance with project employee time records and documentation as requested.
• Follow up on outstanding project documentation and administrative items
• Perform other project-related administrative duties as assigned to support the Project team.

LEADERSHIP RESPONSIBILITIES

• N/A

QUALIFICATIONS

EDUCATION and/or EXPERIENCE: SPECIALIZED KNOWLEDGE AND SKILLS:

• Minimum of 1 year experience preferred.
• Must be over the age of 18.
• Knowledge of administrative and clerical procedures.
• Proven experience as front desk representative, agent or relevant position.
• Familiarity with office machines (fax, scan, copier).
• Proficient in English (oral and written).
• Excellent knowledge of MS Office (especially Excel and Word).
• Strong communication and people skills.
• Good organizational and multi-tasking abilities.
• Problem-solving skills.
• Customer service orientation.

EQUIPMENT & APPLICATIONS /WORKING CONDITIONS & PHYSICAL DEMANDS:

• Sitting for Extended Periods – Working at a desk for long hours while using a computer or handling paperwork.
• Typing and Computer Use – Frequent use of a keyboard and mouse for emails, reports, and data entry.
• Reading and Reviewing Documents – Reviewing paperwork, invoices, schedules, and reports, which may cause occasional eye strain.
• Repetitive Hand and Finger Movements – Engaging in repetitive tasks such as typing, writing, and using office equipment (printers, fax machines, telephones).
• Light Lifting and Carrying – Moving office supplies, files, or small packages, typically weighing up to 10-25 lbs.
• Walking and Standing – Moving within the office, attending meetings, or filing paperwork.
• Reaching and Bending – Occasionally stretching, bending, or reaching for office supplies, filing cabinets, or shelves.
• Talking and Hearing – Frequent verbal communication in person, over the phone, and in virtual meetings.