Overview
Remote Administrative Assistant Jobs in Alexandria, VA at A Rhaea Hope
Administrative Assistant
(No Recruiters Please)
We are looking for an Administrative Assistant who will be working under the Office Manager with a small front office staff. Tasks will vary, depending on working style and the existing workload. The duties described below make up a typical, but not necessarily complete, list. The Administrative Assistant will need to coordinate and cooperate with staff to ensure that work is completed.
Responsibilities:
Serve as the primary point of contact for incoming calls, directing them to the appropriate person or department.
Ensure the printer is stocked with paper first thing each morning.
Check for incoming faxes and ensure the fax machine has sufficient paper daily.
Water the plants in the front area every Monday and Thursday morning. Keep the front lobby clean, organized, and appropriately decorated for events or seasons.
Check the outgoing mail basket each morning and ensure mail is taken to the mailbox by 9:30 AM daily.
After the morning meeting, check and respond to phone messages as needed.
Monitor and respond to messages in Podium throughout the day, ensuring conversations are addressed or closed out.
Check for mail delivery by 11:00 AM. If undelivered, check again by 1:00 PM. Open and distribute mail to the appropriate personnel.
Distribute completed forms from the Completed Forms box each morning. Ensure forms and team hero recognition cards are well-stocked and available in the Kaminski Construction (KC) and Eugene Plastering (EP) mail center.
Monitor office and cleaning supply inventory. Notify the Office Manager of the supplies needed before orders are placed.
Prepare new hire folders, assemble paperwork, and handle filing as part of onboarding processes.
Run errands as needed to support office operations.
Keep the office front area and supply area tidy and organized. Ensure supplies are properly stored upon delivery.
Assist Estimators by collecting contracts and deposits for awarded jobs. Update Buildertrend to notify Estimators when all required items are received, and the job is ready to award.
Support the Owner by entering estimates into Buildertrend and assisting with estimating-related duties as required.
Notify staff of awarded jobs via email.
Manage fuel cards and employee PINs, including ordering new cards or pins and canceling when necessary.
Prepare and distribute the weekly lead/awarded jobs report for KC and EP every Thursday by the end of the day.
Renew and pay for vehicle registrations.
Receive and organize State Farm insurance cards. Update the vehicle insurance spreadsheet, provide a copy to the Fleet Manager, and maintain master documents in vehicle files.
Maintain and update the employee phone directory as changes occur.
Create and distribute the monthly Happenings newsletter to recognize employees and communicate important updates.
Process time-off requests in Buildertrend and update calendars accordingly.
Enter attendance exceptions into Buildertrend (specific to Eugene Plastering).
Ensure the kitchen/breakroom is clean at the end of each day, if needed.
Provide the Owner with the total daily lead count via email.
Along with the main duties you will also be expected to carry out any other duties reasonably asked of you.
Qualifications:
Able to multi-task in a fast-paced, deadline driven, service-oriented environment.
Team player yet able to work independently, with demonstrated ability to be flexible, responsive and to take initiative.
Demonstrate strong interpersonal skills able to work effectively with all levels of staff.
Convey a strong positive personal and professional image with excellent standards of professional behavior and ethics.
Strong organizational skills, ability to set priorities, display attention to details and is tenacious with follow-ups.
Excellent oral and written communication skills in English.
Consistently handle situations with tact, maturity and patience, and able to work well under pressure.
Highly motivated, energetic and resourceful.
Strong customer service orientation; responds to customers’ needs with a sense of urgency, and with a “How can I help” mindset.
Ability to exercise judgment in managing confidential or sensitive information
Ability to handle diverse personalities.
High attention to detail.
Excellent typing skills with strong Microsoft Office skills, especially in Word, Excel, PowerPoint.
Ability to work independently with minimal supervision and direct others for results as needed.
Note: All duties listed above apply to both Kaminski Construction and Eugene Plastering.
Benefits:
Employer matching contribution retirement plan
PTO (paid time off)
Health Insurance
Paid Holidays
Health Reimbursement Account
Gym Membership
Aflac Supplemental Insurance (various plans)
The schedule is Monday – Thursday, 7:00am-5:30pm (Hours may vary as they are subject to change as needed, but this is the standard day-to-day schedule).
4 day work weeks.
About us:
Kaminski Construction is a full service, a family-owned general contracting business based in Eugene, Oregon. We are licensed with the Oregon Construction Contractors Board (license #181022), bonded and insured.
Our Promise:
We will deliver quality professional work, on time and on budget, with responsive and respectful service.
Our Values:
Do the right thing: We work with honesty and integrity no matter what.
Be safe: We begin every project with the assurance that we will be safe through the whole process.
Work hard: If there’s a will, there’s a way. We work to find the best solution to our client’s problems.
Be responsive and flexible: There is often a need for modifications, and we will provide a swift response to customer requests. We are open to change and will adjust to the needs of our clients.
Work as a team: All our employees are valuable team members.
Leave the job site clean: We leave every space we work in cleaner than we found it.
Make a positive impact: We strive to make your life better through living space repairs and renovations.
Our History:
Kaminski Construction was born in 2008 at the beginning of the Great Recession. We landed our first job and began to grow, as other construction companies were laying workers off. We have continued to grow and expand our services and now field a crew of about 50 employees.
Title: Remote Administrative Assistant
Company: A Rhaea Hope
Location: Alexandria, VA
