Administrative Assistant - Pacific Regional Office

Compensation Range (Hawaii Only)

• Hourly Wage: $18.00 $23.00

Additional Benefits

• Medical Dental Vision 401K Paid Time Off

Any Employment Offers are Contingent Upon Successful Completion of the Following:

• Verification of Work Authorization and Employment Eligibility
• Substance Abuse Screening
• Physical Exam (if applicable)
• Background Checks for Badging/Security Clearances (if applicable)

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 healthcare and transportation. Ranked #1 in aviation and #12 overall general contractor in 2021 by ENR Hensel Phelps is one of the largest employeeowned 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 CommunityHensel Phelps brings our clients visions to life with a comprehensive approach that begins with innovative planning and extends throughout the life of the property. Based on position location a cost of living adjustment (COLA) may also be included (subject to periodic review and adjustment).

Position Description:

The Regional Office Administrative Assistant is responsible for a variety of administrative and clerical duties to support daily office operations for multiple departments and projects across the Region. This individual is a serviceoriented team member who can take initiative work independently and adapt quickly in a fastpaced work environment.

Position Qualifications:

• Associate degree preferred.
• Resident of Hawaii and construction industry knowledge preferred.
• 2 years of administrative experience.
• Comprehensive proficiency in current version of Microsoft Word Excel and Outlook.
• Great attention to detail organized and ability to multitask.
• Certification of Notary or Notary Certificate (acquired within 60 days of hire).
• Ability to read and comprehend simple instructions short correspondence and memos. This includes the ability to write simple correspondence.
• Effectively presents information in oneonone 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.
• Implement 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:

• Greet visitors and industry partners.
• Answer the central phone line and direct incoming calls to the appropriate personnel.
• Provide administrative support to office executives Estimating Department Marketing Department Operations Department and for the operations needs of the Region overall.
• Manage and update the Regional calendar with companywide events and meetings and oversee conference room scheduling; schedule and coordinate food and beverages for meetings as needed.
• Compose and manage routine correspondence to all levels of personnel.
• Maintain office machines equipment and supplies by conducting regular inventory checks ordering supplies and scheduling routine service appointments.
• Submit payroll weekly for all office personnel.
• Process weekly invoices.
• Check and distribute mail daily.
• Coordinate building security access and parking for all office personnel.
• Schedule travel arrangements and hotel accommodations for executives and employees (as needed).
• Oversee company fleet by keeping vehicle registrations safety inspections and insurance up to date. Track vehicle locations and transfers via equipment spreadsheet.
• Responsible for scheduling substance abuse screening for incoming new hires.
• Manage the company apartment: schedule cleanings book reservations stock with supplies and ensure maintenance is up to date.
• Other duties as needed.

Physical Work Classification & Demands:

• Light Work Exerting up to 25 pounds of force occasionally and/or up to 10 pounds of force frequently and/or a negligible amount of force constantly to move objects.
• The individual in this position will periodically walk kneel sit crouch reach stoop read/see speak push pull lift stand and finger/type. The frequency of each action varies by workflow and office activity.
• Walking The person in this position needs to occasionally move about inside the office to access file cabinets office machinery boxes cabinets etc.
• Constantly operates a computer and other office machinery such as a calculator copy machine phone computer and computer printer.
• The person in this position frequently communicates with employees and external stakeholders regarding a variety of topics related to office administration.
• Constantly computes analyzes and conceptualizes mathematical calculations and formulas.
• Constantly reads written communications and views email submissions.
• The person in this position regularly sits in a stationary position in front of a computer screen.
• Visual acuity and ability to operate a vehicle as certified and appropriate.
• Rarely exposed to high and low temperatures
• Rarely exposed to noisy environments and outdoor elements such as precipitation and wind.

Benefits:

Hensel Phelps provides generous benefits for our fulltime employees. This position is eligible for companypaid medical insurance life insurance accidental death & dismemberment longterm disability 401(K) retirement plan and our employee assistance program (EAP). Hensel Phelps also believes in the importance of taking time to recharge. As a result employees are eligible for paid time off beginning upon hire.

Equal Opportunity and Affirmative Action Employer:

Hensel Phelps is an equal opportunity employer. Hensel Phelps is committed to engaging in affirmative action to increase employment opportunities for protected veterans and individuals with disabilities. Hensel Phelps shall not discriminate against any employee or applicant for employment on the basis of race color religion sex age national origin sexual orientation gender identity and expression domestic partner status pregnancy disability citizenship genetic information protected veteran status or any other characteristic protected by federal state or local law.

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about discussed or disclosed their own pay or the pay of another employee or applicant. However employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information unless the disclosure is (a) in response to a formal complaint or charge (b) in furtherance of an investigation proceeding hearing or action including an investigation conducted by the employer or (c) consistent with the contractors legal duty to furnish information. 41 CFR 601.35(c).