Administrative Assistant _Construction

Position Description

The Administrative Assistant-Construction plays a key role in supporting the branch’s daily operations by providing professional and efficient administrative/clerical support. The selected candidate must be a detail-oriented person with excellent time management, organization, and communication skills. Proficiency in MS Office is required and one must be able to follow oral and written instructions, be self-motivated to perform tasks independently, and yet be an active team member as needed for special projects. This role is onsite at our office in Tukwila, WA. This is a full-time position, with competitive pay and comprehensive benefits.

Essential Duties and Responsibilities:

• Provide administrative/clerical support to the Branch Manager and team members.
• Plan, prioritize, and organize work to meet multiple deadlines while managing a variety of tasks each day.
• Process billing and assist with collections to ensure timely and accurate invoicing and cash flow.
• Process weekly payroll including performing data entry, compiling employee time, production data, payroll records and reporting.
• Complete weekly certified payroll, in compliance with company and regulatory requirements.
• Support new employee onboarding including paperwork, safety training scheduling, and DOT compliance through DISA software.
• Serve as the first point of contact by answering incoming calls, handling routine inquiries, and directing more complex matters to the appropriate personnel.
• Prepare reports, spreadsheets, and documentation for internal use, including analysis and data comparisons as needed.
• Manage the execution and routing of contracts, subcontracts, and change-order documents for supervisor review and signature.
• Coordinate mail services, shipping/receiving of packages, and manage office supply deliveries and inventory.
• Arrange travel, hotel accommodations, and per diem logistics for field staff in accordance with project requirements.
• Collaborate with internal stakeholders across the company, including field staff, operations, sales, and administrative teams in other branches and at corporate headquarters.
• Assist with additional administrative tasks and projects as assigned by the supervisor, contributing to smooth and effective branch operations.
• Maintain a high level of confidentiality, professionalism, and emotional intelligence when interacting with team members and external contacts.

Essential Core Competencies:

• Dependability: Demonstrates reliability and consistency in task completion and meeting deadlines.
• Service Orientation: Maintains a positive, helpful attitude while supporting both internal teams and external customers.
• Process Management: Follows established procedures with accuracy while seeking continuous improvement.
• Adaptability: Adjusts to changing priorities and handles interruptions with professionalism and composure.
• Professionalism: Communicates with tact and discretion, especially when handling sensitive or confidential matters.
• Team Collaboration: Works effectively across departments to support company goals and branch operations.

Position Requirements

Qualifications-Need to Have and Nice to Have:

• High school diploma or GED required.
• 2-5 years of administrative experience in a construction environment preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office systems.
• Familiar with LCP Tracker, eMARS software desired.
• Working knowledge of payroll processing, certified payroll, billing, accounts payable (A/P), and collections/accounts receivable (A/R).
• Strong customer service and interpersonal skills.
• Proficient verbal and written communication skills.
• Ability to maintain confidentiality at all times.
• Strong organizational and time management skills, with the ability to multitask and prioritize in a fast-paced environment.
• Display a professional and courteous attitude to co-workers, supervisors and the general public at all times
• Versatility, flexibility, and a willingness to work within constantly changing priorities and sometimes conflicting deadlines.
• Reliable and punctual attendance.
• Selected candidates for all positions must submit to post offer pre-employment drug/alcohol screen.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds occasionally.
• Occasional walking or standing during office or warehouse visits.

Application Instructions

Penhall Company has been shaping the future of concrete services for over 65 years. As the nation’s leader in concrete cutting, coring, scanning, and demolition, and ranked 3rd in Demolition by ENR's 2023 Top Specialty Contractors, we deliver more than just expertise—we deliver results. With safety at the core of our operations and state-of-the-art technology in our hands, we ensure every project is executed with precision, efficiency, and care.

At Penhall Company everything we do is built on our commitment to do the right thing for our customers, our employees, and our communities. Every single Penhall Company employee moves our company forward. There’s a pride that comes with working here and it shows in our work. If you are self-motivated and find a job well-done to be the ultimate reward, you'll fit right in.

Equal Opportunity Information

Legal Disclaimer:

Penhall Company is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, compensation inquiries, discussions or disclosures, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state or local protected class. (41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a))

We E-Verify. We will provide the federal government with information form your Form I-9 to verify you are authorized to work in the U.S.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

This job description is intended to describe the general nature and level of work being performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required. Penhall Company reserves the right to modify, add, or remove duties and to assign other responsibilities as necessary.