Administrative Assistant - Construction

Position Overview

We are currently looking for a proactive Administrative Assistant to support our growing team. The successful candidate will provide exceptional office administration support to a fast-paced construction/engineering group in Northern California. Office administration support duties may include: craft new hire onboarding, maintaining office systems, supplies, assisting with payroll distribution, document management, office clerical/support services, printing, mail distribution, greeting visitors, answering phones along with other assigned tasks.

District Overview

Kiewit’s Northern California District is one of Kiewit’s leading infrastructure districts specializing in various types of work in the heavy civil, power, transportation, and water resource markets. Although most of our work is regionally based in Northern California, we also pursue various projects across the west coast.   

Location

This position will be based at a jobsite in San Jose, CA.

Responsibilities

• Coordinate schedules, travel arrangements and expenses.
• Greet visitors, organize and arrange meetings, schedule conference rooms and set up catered meals.
• Support craft new hire onboarding.
• Maintain office systems and supplies.
• Assist with payroll distribution.
• Coordinate and arrange travel; prepare travel packets (itineraries, maps/directions and meeting notes).
• Assist with presentation preparation.
• Prepare outgoing mail and correspondence, including e-mails and faxes.
• Support event coordination (secure meeting location, hotel contracts, arrange for catering, and purchase prizes).
• Investigate and visit local hotels as possible meeting sites for incoming guests, and make recommendations.
• Provide reception support.

Qualifications

• Proficient in Microsoft Office products including Word, Excel, PowerPoint, Visio and SharePoint.
• Familiar with Adobe products including Acrobat and InDesign is preferred.
• High school diploma
• The ideal candidate has 2+ years of experience managing expenses and travel in SAP Concur.
• Must be a positive, proactive, strong team participant with the ability to maintain strict confidentiality.
• Experience planning meetings in a fast-paced environment.