Novel Construction specializes in contracting, particularly emphasizing Federal government projects and engineering consulting. As a family-owned business, we deeply value every employee, considering each individual an integral part of our extended family. We foster a close-knit environment that recognizes the significance of our team, acknowledging that our collective strength is built upon the dedication of our employees.
We are seeking experienced personnel to fulfill this role and offer administrative support to managerial positions. This role serves as the primary point of contact for the central office. The ideal candidate will perform a variety of clerical duties requiring a broad understanding and experience in construction administration. Additionally, they should possess the adaptability to learn new tasks as opportunities arise. The successful candidate must exhibit strong organizational skills, effective time management abilities, a positive attitude, and the willingness to assist managerial duties when necessary.
This role involves engaging with multiple departments and handling various key responsibilities within the company. We seek an individual capable of thriving in a fast-paced environment, eager to take on new tasks, and willing to propose strategies for our continuous growth. We are searching for an A+ player who will evolve with the company, serving as the backbone to support our rapid expansion.
*Required experience as a construction project clerk or main office secretary in the construction industry.
This position will consist of a combination of Key responsibilities.
- Front Desk: This person will need to serve as the front desk receptionist, with the ability to receive all phone calls, take notes, and relay this to the correct person, calling when checks are ready and coordinating with suppliers for their pick up. They must ensure the office has everything it needs to run smoothly. Ensure office supplies are always in stock and water and snacks are in the break room.
- Secretary of the president and Vice president of the company: Serve as the secretary to the company's president and vice president. This can include Writing emails, transferring written notes to typed notes, taking notes in meetings, organizing meetings, scheduling appointments, and making calls: Essentially, the right hand to both the president and vice president of the company.
- Main Office Filing: This person will also be required to have excellent filing skills both electronically and physically. They will be responsible for filling out all the main office files, including personnel, subcontractors, suppliers, vendors, and all other important information.
- Human Resources Assistant: This person will also assist the accounting regarding weekly collecting the payroll hours and being responsible for passing out the talonarios. They will be required to receive and reinforce the onboarding of new personnel by collecting, Filing, and passing this information to the accountant. This will be required for both the onboarding and firing of personnel. The hired person will need to be in constant communication with the individual projects to obtain this information.
- Equipment Assistant: This person will need to collect the weekly report from the equipment team and projects to create a report of where each equipment is located. They will also be responsible for collecting the receipts from the petty cash from the equipment manager and all invoices signed and coded by the equipment manager. This person will also deal with creating reports if equipment/autos have been damaged and will report and file this information with the insurance company.
- Finance Assistant: This person will work next to the finance department to collect monthly credit reports from our suppliers and will have access to our accounting system to check when payments are paid.
Maintaining Office Informational List:
- List of potential employees with resumes – divided by job title
- Company Contact list
- Company price by item for bidding list
- Along with other lists
Key Responsibilities :
o Excellent Organizational skills
o Excellent filing skills : for documentation for various projects, both in paper and digital
o Act as the main point of contact for administrative issues
o Answering phone calls, conveying messages, ability to run errands, scheduling and keeping track of important dates and meetings.
o Able to resolve issues with the office, including printers, basic computer issues, and coffee machines, and ensuring the office has all materials in stock both office materials and water and snacks.
o Shorthand minute taking in meetings.
o Excellent typing skills
o Fluent in all Microsoft software
o Give checks and payments to a payee and keep track of pick-up times and signatures
o Ability to multi-task and work in fast-paced environments while maintaining a good attitude in stressful moments.
o Team player attitude
o Ability to keep calm
o Take reports and notes.
o Handle mail and faxes.
o Take dictation and transcribe reports.
o Manage calendars.
o Organize meetings and agendas.
o Create spreadsheets and charts in excel.
o Manage electronic files.
o Conduct research on the Internet.
o Assist Accounts Payable
o Assist Credit Relations
o Manage Purchase Orders
Job Type: Full-time
Pay: $17.00 - $22.00 per hour
Benefits:
Schedule:
Ability to commute/relocate:
- San Juan, PR 00926: Reliably commute or planning to relocate before starting work (Required)
Experience:
- construction clerk: 3 years (Required)
Work Location: In person