Full job description

About Hensel Phelps:

Founded in 1937, Hensel Phelps specializes in building development, construction, and facility services in markets ranging from aviation to government, commercial, transportation, critical facilities, and healthcare. Ranked #1 in aviation and #6 overall general contractor in 2024 by BD+C, Hensel Phelps is one of the largest employee-owned general contractors in the country. Driven to deliver EXCELLENCE in all we do and supported by our core values of Ownership, Integrity, Builder, Diversity, and Community, Hensel Phelps brings our clients’ visions to life with a comprehensive approach that begins with innovative planning and extends throughout the life of the property.

Position Description:

The IT Administrative Assistant will manage and distribute information within the Information Technology department. This generally includes answering phones, taking memos, maintaining files. Additionally, the IT Admin Asst will manage accounts payable for the department.

Position Qualifications:

• Ability to read and comprehend simple instructions, short correspondence, and memos. This includes the ability to write simple correspondence.
• Effectively presents information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Willingness to take direction and follow instructions. Requires the ability to carry out detailed but uninvolved written or oral instructions.
• Ability to deal with problems involving a few concrete variables in standardized situations.
• Willingly asks questions and implements new and more effective procedures to document control and management.
• Works collaboratively with others and fosters a positive work environment related to teamwork.
• Understands and meets quality standards.

Essential Duties:

• Manages accounts payable for the IT department.
• Reads and routes incoming mail. Locates and attaches the appropriate file to the correspondence to be answered by the employer. Prepares outgoing mail and correspondence, including e-mail and faxes.
• Takes dictation in shorthand or by machine and transcribes notes on a computer or transcribes from voice recordings.
• Composes routine correspondence.
• Organizes and maintains the operational file system and files correspondence and other records.
• Answers and screens the manager’s telephone calls and arranges conference calls.
• Coordinates the manager’s schedule and makes appointments.
• Arranges and coordinates travel schedules and reservations.
• Coordinates and arranges meetings, prepares agendas, reserves, and prepares facilities, and records and transcribes minutes of meetings.
• Makes copies of correspondence or other printed materials.
• Orders and maintains supplies and arranges for equipment maintenance.
• Prepares source data for computer entry by compiling and processing customer and account source documents. This includes entering customer and account data.

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