Administrative Assistant I

JOB SUMMARY

The Administrative Assistant I is a key team member responsible for managing and supporting the administrative functions, initiatives, and data management for their department. This role requires exceptional organizational skills, advanced data proficiency, and a serious commitment to accuracy, particularly regarding operational metrics. This key position will work in a team environment, providing support to multiple Project Managers, Field Leadership, and the department leader.

JOB RESPONSIBILITIES

* Effectively manages department calendar to align meetings, deadlines, and priorities.

* Oversee the setup and ongoing management of office supplies to support project managers and job site operations.

* Responsible for general purchasing, creating, and issuing purchase orders.

* Runs project transaction reports as needed for projects.

* Resolves accounts payable problem invoices (over purchase orders, invoices with no purchase orders, incorrect purchase order references, etc.)

* Works with project managers on project-specific reporting, scheduling, and contract administration.

* Prepares expense reimbursement requests and completes credit card reconciliation as needed.

* Maintains positive and effective relationships with clients, vendors, and project teams.

* Maintains owner- or contractor-controlled insurance program for McKenney's and our vendors.

* Works with project managers with monthly cost-plus and lump sum billings.

* Demonstrates proficiency using company systems, Excel, Microsoft 365 tools, shared drives, Teams, Outlook, and other department-specific platforms.

* Accurately enters, maintains, and retrieves data from company systems while supporting data integrity and confidentiality.

* Uses digital tools to organize files, track tasks, manage documentation, and support project or department workflows.

* Leverages basic AI-assisted tools, approved templates, and standard workflows to improve efficiency and communication.

* Quickly learns new technology platforms and applies them consistently in daily administrative responsibilities.

* Engages with project management teams by visiting job sites and having a thorough understanding of current project needs.

* Provides support in the development and training of departmental co-ops, ensuring adherence to and understanding of policies and procedures.

BASIC QUALIFICATIONS

Education and Experience

* High school diploma or GED

* One year of relevant experience

* Experience with accounting software

* Excel and Adobe Acrobat Professional

Knowledge, Skills, and Abilities

* Detail-oriented with strong organizational, problem-solving, team development, critical thinking, and leadership skills

* Ability to prioritize work and handle multiple tasks

* Excellent note-taking skills.

* Able to acknowledge where skill sets can benefit the team and offload team members' duties.

* Excellent communication skills-both written and verbal

* Ability to be flexible and perform independently with minimum supervision

* Well-developed sense of judgment

* Ability to maintain customer and employee trust and protect operations as needed by keeping information confidential * Strong interpersonal skills and the ability to interact well within a team and collaborate cross-departmentally

* Ability to use time productively, maximize efficiency, and meet challenging work goals

* Able to demonstrate a serious commitment to accuracy and quality while meeting goals or deadlines

* Ability to take on additional responsibilities as needed as well as determine and manage priorities with minimal guidance

* Must possess and maintain an exceptional work ethic, uphold company values, and demand the highest standard of conduct from self and others

* Professional appearance and a polished image that inspires confidence and trust

PREFERRED REQUIREMENTS

* 1 year of experience in a construction-related administrative position

* Salesforce CRM support

* Microsoft Excel Certified

* Cost Plus billing experience

* Smartsheet strongly preferred

WORKING CONDITIONS AND PHYSICAL EFFORTS

* Work is usually performed in a typical interior office environment.

* No or very limited exposure to physical risk.

* No or very limited physical effort is required.

Moving Safety Forward, our initiative for continuous improvements in our safety culture, reminds us that we are on a journey toward a zero-incident culture. In all we do, we must work to build a partnership with our employees, customers and business associates that empowers them all with the ability to do their jobs safely.

McKenney's is an Equal Opportunity Employer committed to workforce diversity. Qualified candidates will receive consideration without regard to age, color, religion, sexual orientation, disability, national origin, or gender identity. McKenney's is a smoke-free and drug-free workplace.