ISO Services - Administrative Assistant (Quality, Safety, Training) - Flowood, MS
7 days ago
Flowood
Job Description Job Profile: Admin Asst (Quality, Safety, Training) Reports To: VP Quality & Safety Company Overview: ISO Services is a self-performing industrial contracting business. We specialize in a full-range of industrial services including scaffolding, insulation, coatings, heat-tracing, and mechanical. We have branch/maintenance locations in Mississippi, Louisiana, Texas and West Virginia. Quality, Safety, and Training are integral with every aspect of our operation. Position Overview: The ISO Services Administrative Assistant is responsible for providing support for our Quality, Safety, and Training functions. This role is an important position in the day-to-day business operation. This admin assistant role will support management in effective organization and delivery of services in three main areas: • All ISO Services employees have a training/license/certification records that must be planned, tracked, and maintained., • Each of our customers has unique requirements/submittals related to Quality, Safety, and Training., • Our business has regulatory (federal, state, local) compliance requirements/submittals. Other duties include organizing and managing events/meetings for our guests and employees, answering non-routine correspondence and assembling highly confidential and sensitive information. The Administrative Assistant will also deal with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize a diversified workload. Essential Duties and Responsibilities: • Learn our various software platforms, perform the majority of data-entry tasks, and ensure data accuracy. Provide regular reporting from our various software platforms., • Be a resource for others for explaining/training on our software platforms., • Keep ISO Services in a positive light with customers, potential customers, and suppliers., • Perform a variety of clerical and general office tasks; ensure items are delivered and stored according to procedures; maintain jobsite address/telephone lists; run errands; may act as primary operator on a variety of office equipment, such as copier, fax, binding machines, badge IDs, etc., • Organize and prioritize large volumes of information and calls. Answer phones in a professional and friendly manner. Take messages or field/answer all routine and non-routine questions., • Schedule and organize complex activities such as meetings, travel, conferences and department activities for all members of the company., • Establish, develop, maintain and update filing system for the office and the jobsites. Retrieve information from files when needed., • Act as liaison between own department/supervisor and others., • Draft written responses or replies by phone or e-mail when necessary. Respond to regularly occurring requests for information., • Work independently and within a team on special nonrecurring and ongoing projects with all departments including Administrative, Estimating/ Pre-construction, Safety, Marketing/Business Development and Operations., • Type and design general correspondences, memos, charts, tables, graphs, etc. Proofread copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy., • Work closely with our various third-party partners for Quality, Safety, and Training. Assist with vendor setup of new partners. Work with Safety Manager and Regional/Branch Managers on suppliers (cost and delivery comparison) and inventory of safety related supplies., • Work closely with both BD/estimating and operations teams to understand schedules and related due-dates for proposals and field/shop start-dates., • Maintain and survey project office supplies and restock order materials as needed., • Provide total commitment to continuous process improvement., • Meet schedules and deadlines, adhere to policies and procedures and maintain a good attendance/tardiness record., • Ensure client satisfaction, both internally and externally, through positive, pleasant, professional and efficient handling of issues., • Exercise good interpersonal skills by gladly assisting others to accomplish work of the organization, even if it is outside the scope of regular duties., • High school diploma, • Minimum three years of experience with construction, engineering, or manufacturing., • Must be a self-starter with the ability to multi-task and work in a team., • Strong verbal and written communication skills., • Ability to act with the required discretion when handling confidential information., • Strong organizational skills and high level of detail orientation with the ability to accurately prepare and enter information to meet deadlines and requirements., • Ability to effectively handle difficult situations that have been escalated., • Flexibility regarding schedule and the ability to mobilize to jobsite when required., • Advanced in Microsoft applications (Word, Excel, Outlook, Teams, OneDrive, Powerpoint)., • Advanced in Adobe Acrobat., • Qualifications/Certifications that would add value, but are not required:, • Associate or Bachelor Degree, • Experience in other software platforms, • Sage 100 Contractor, Procore, Vector Solutions, ISNet, Avetta, Bluebeam, • Construction safety related certifications and/or experience, • Bilingual, • Construction jobsite experience All new hires are contingent on the passing of a background check and pre-employment drug screening. 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