Administrative Assistant

Summary

Under the direction of the Business Development Manager, the Administrative Assistant supports the Business Development Department by coordinating the administrative tasks for technical proposals, prequalification forms, award submissions and/or any other documents begin created, drafted, edited or printed within the Business Development Department.

Essential Duties and Responsibilities

Duties include the following (other duties may be assigned)

• Performs administrative duties such as creating labels, tabs, putting together binders, compiling data together in an organized manner, as needed for each proposal, award submission or prequalification document.
• Updates and maintains each project profile file on the server to included updating project data sheets, resumes, subcontractor information, collecting and saving letters of commendation or project evaluations and any additional project specific information provided to the Business Development Department.
• Maintains updated Company information on the server that is needed to complete Prequalification Forms.
• Assists with establishing and maintain confidential business development data, historical project data and other business development files on the department’s server.
• Maintains the Business Development Departments internal database of contacts met at trade shows or other events and ensures that follow up is performed, when needed.
• Assists with the collection, download and tracking of jobsite pictures for the website, past performances, project awards, project profiles, etc.
• Makes Marketing Packets upon request, which include past performance, Stronghold Engineering, Inc. capabilities, pictures, etc.
• Assists with the administrative tasks of developing award submissions for award competitions, as requested.
• Ensures that the Business Development Department supplies, such as paper, binders, tabs, printer ink, etc… is fully stocked at all times and coordinates with the HR Department to purchase additional supplies on a monthly basis.
• Assists with the scheduling and organizing of complex activities such as meetings, travel, conference and/or other activities.
• Assists with the updating of the project Matrix spreadsheet of current Stronghold Engineering, Inc. jobs containing specific project details, which include; job name, job number, project personnel, project hours, contract value, etc.
• Assists with the ordering and inventory of all promotional items ordered for the office.
• Attends trade shows for business development. Responsible for set up and coordinating with vendors.
• Assists with back up receptionist and telephone duties, as needed at Front Desk.
• Assists with coordinating and set up for meetings as well as writing and distribution of meeting minutes.
• Presents self in a professional manner, provides open and honest communication, and demonstrates respect to co-workers and customers.
• Prepares special reports and correspondence, as requested.
• Performs other related duties as assigned.

Education / Certificates / Licenses

• High School Diploma.
• Valid Drivers License with clean driving record.

Experience

• 2 + years experience.

Knowledge, Skills, and Abilities

• Able to work in a productive manner independently and with others in a team environment.
• Excellent computer skills and proficient knowledge of Word, Excel, Outlook, MS Project and tool tracking software programs.
• Ability to identify and resolve problems in a timely manner.
• Excellent verbal and written communications skills required.

Working Conditions

• Work location is inside an office environment with no exposure to weather conditions.
• Job site visits, as directed by supervisor.

Physician Demands

• Regularly required to sit; use hands to finger, handle or feel; reach with hands and arms; and talk and hear.
• Frequently required to stand and walk.
• Must be able to regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds.