Administrative Assistant

H.J. Martin and Son is a diversified construction company specializing in commercial and residential flooring, glass and glazing, walls and ceilings, commercial doors and hardware, and millwork and fixture installation.

Position Description: This position performs administrative and office support activities at the Vantage Data Center located in Port Washington, WI. Computer/software experience is required as well as strong communication skills.

Principal Responsibilities:

• Work with Accounting on record keeping, invoicing, and invoice tracking (time & materials project)
• Ensure all paperwork is complete, accurate, dated, and properly filed
• Track credit invoices
• Reconcile receipts to credit card statements
• Monitor credit card charges for fuel and add odometer readings to the vehicle spreadsheet
• File receipts for project-related purchases
• Assist with installer timecards
• Prepare and maintain quality management and safety reports
• Coordinate with the project managers to make sure inventory is received/ready and staged before installation, in addition to tools, sundries and equipment
• Assist with onboarding new hires
• Support pre-employment tasks for new employees
• Process appropriate paperwork for terminated employees; coordinate the collection of all company assets (i.e., tools, vehicle, phone, iPad, etc.)
• Coordinate pre-placement of physical/drug screening for new hires and random drug screenings for field personnel
• Assist and inform employees on proper safety practices
• Assist safety to ensure all employees have the proper training and certifications on standards and equipment
• Assist with performing site-specific job hazard analysis, and reviewing site hazards
• Assist safety department with equipment checks
• Help manage rental equipment
• Coordinate any type of vehicle passes, when necessary
• Scan and print plans
• Provide general support to leadership, team members, and departments as assigned

Other Duties as Assigned: Performs other related duties as assigned including supporting team members in the completion of their work for the purpose of ensuring the efficient and effective functioning of the business.

Experience/Education Required:

• Experience working in the construction industry is preferred
• Safety knowledge, including PPE requirements
• Proficient in Microsoft Suite, including Word and Excel
• Attention to detail, ability to multi-task and prioritize work, follow through on requests and take initiative and meet deadlines
• Open and honest communicator; receptive to feedback
• Proactive mindset with patient and persistent problem-solving skills
• Excellent communication and organizational skills
• Strong analytical and problem-solving ability

Conditions of Employment: Must be able to pass pre-employment background check and drug test. The employee is expected to all adhere to all company policies.

Applicants should email resume to the following

Human Resources
320 South Military Avenue
Green Bay, WI 54303
[email protected]
Phone: 920-494-3461

AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER