Administrative Assistant/Receptionist

Company: GCM Contracting Solutions, Inc.
Location: Fort Myers
Posted on: November 22, 2022

Job Description:

Administrative AssistantJob DescriptionAbout the Organization: GCM Contracting Solutions, Inc. is a Southwest Florida based niche design-build general contracting firm. Since 1988, GCM has provided the area with beautifully constructed projects with diversity ranging from the world's first fully automated marina on Fort Myers Beach to Miromar Design Center, Gulf Coast Town Center and Algenol Biofuels. Our organization thrives on creating successful projects for our customer with speed and innovation.Company Values Do What's Right - We've committed to doing the right thing for each other and for our customers - integrity is our DNA Lead With Grace - We embrace the importance of our colleagues and customers and always treat them with kindness and grace. Own It - We foster a culture of accountability and excellence, where going the extra mile is standard practice. Win Together - We are ambitious and like to win, but we know we win more when we include others and work togetherThis Job Is Ideal for Someone Who Is: Adaptable/flexible enjoys doing work that requires frequent shifts in direction Autonomous/Independent enjoys working with little direction Innovative prefers working in unconventional ways or on tasks that require creativity High stress tolerance thrives in a high-pressure environmentPosition Goal: To provide professional, broad-based administrative support to help with achieving operational goals. This may include answering telephones, managing records, assembling, tracking, producing, and forwarding accurate and timely information, monitoring expenses, and ordering supplies.Essential Functions/Duties:Prepares work to be accomplished by gathering information and requirements; setting priorities Prepare responses to correspondence containing routine inquiries. Open, sort, and distribute incoming correspondence, including faxes and email. Prepare agendas and make arrangements, such as coordinating catering for luncheons, for the committee, board, and other meetings. Conduct research, compile data and prepare papers for consideration and presentation by executives, committees, etc. Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work. Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. Attend meetings to record minutes. Completes plan and subcontractor packages by assembling requirements; obtaining approvals; distributing packages; setting up and updating files Forwards information by answering the telephone; recording and delivering messages; assembling plans and specifications packages; maintaining log Produces information by preparing letters; transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics Secures information by completing database backups Maintains historical information by utilizing filing and retrieval systems Maintains continuity among corporate and local teams by documenting and communication, actions, irregularities, and continuing needs Maintains technical knowledge by attending educational workshops, reviewing trade publications, etc. Contributes to team effort by accomplishing related results as neededReceptionist Responsibilities: Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries Directs visitors by maintaining employee and department directories; giving instructions. Maintains security by following procedures; monitoring logbook Maintains safe and clean reception area by complying with procedures, rules, and regulations Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs Contributes to team effort by accomplishing related results as neededAccounts Payable Responsibility Processing and data entry of vendor invoices and payment requests For each invoice or payment request, verify that the GL distribution/account coding is accurate and consistent with the cost type expense Ensure that invoices and other payment requests are entered into the system and processed for payment correctly and in a timely manner Analyze documents, invoices, and contracts in regard to payments Assists the accounting team with other duties as assignedMinimum Requirements: 2+ years as an administrative assistant or similar position Computer and Microsoft Office proficiency Knowledgable in all office procedures and processes Possess excellent communication and organizational skills Familiar with all phases of the construction processSupervisor: Vice PresidentCoordinates With: Project Managers, General Superintendent, Senior Accountant, Project AccountantSupport From: Project Manager, General Superintendent, Superintendents, Accounting, EstimatorJob Type: Full-timePay: $15.00 - $20.00 per hourSchedule: 8 hour shift Monday to FridayExperience: construction: 1 year (Required)Work Location: One location

Keywords: GCM Contracting Solutions, Inc., Fort Myers , Administrative Assistant/Receptionist, Administration, Clerical , Fort Myers, Florida