Administrative Assistant

Unique opportunity to wear many hats within Administration.
This is an office position, and is not subject to working from home or being hybrid.
Company Information: Phoenix Fabricators and Erectors, LLC (“Phoenix”), founded in 1986 and headquartered in Avon, Indiana, is one of the nation’s leading construction companies having constructed over 5,000 elevated water storage tanks throughout the United States as well as several foreign countries.
By employing our own field crews, we are able to offer a turnkey operation – engineering, fabrication, foundation installation, field erection and painting.
We also maintain the industry’s highest-rated safety program to protect our employees and our customers.
It is this combination of high-quality construction and safe working environment that has earned us numerous “Tank of the Year” awards from the Steel Tank Institute/Steel Plate Fabricators Association, American Water Works Association, and Tnemec Industrial Coatings.
Job Purpose: The Administrative Assistant facilitates the efficient operation of the assigned departments by performing a variety of clerical and administrative tasks.
Description of Essential Duties: Paralegal Assist in legal issues and contracts.
Coordinate with attorneys.
Create professional letters to assist on managing legal matters.
Back-up to Administrative Assistant / Front Desk Sit at the front desk when Administrative Assistant is not in.
Maintain new file folder structure on server.
Quick review of jobs on server for folder groups Tank3930 and Tank3940.
Serve as backup for executing contracts, bonds, and insurance.
Notary Public certification to Notarize company documents.
Assist in all office events including but not limited to preparing event signage, gathering footage of events for social media, sending out event reminders via Outlook, and helping with set up/ break down.
Human Resources / Recruiting Cleanup & Maintain Applications within ATS (Paychex)- compare against Applicant Log to know how to disposition through the system.
FactoryFix- Sort through resumes and passive source on new job postings.
Indeed- Manage job postings and monitor applicants.
Hiring Team Email Box.
Update and monitor BoomNation.
Research New job posting sites that would benefit Phoenix.
Update “Position Recruitment Tools” file to better reflect what is useful and what could be replaced.
New social media outlets to drive traffic for open positions and to promote company morale.
Obtain information on hotel discounts and other amenities for field employees to utilize across the country.
Compare pricing and quality of prizes to reward winners of Live Healthy Daily quarterly challenges.
Scan through resumes and perform phone screenings for potential candidates.
Fax over phone screenings to hiring managers and follow up for feedback throughout the process.
SOP (Standard Operating Procedures) Marketing through social media.
Schedule postings in accordance with social media calendar.
Create templates and content using Adobe software.
Manage analytics to engage with the public and attract traffic on more popular media platforms.
Send out postings on open positions to attract candidates within tanking industry.
Draw attention to winners of Quarterly Challenges presented to all company employees to boost morale and raise awareness for healthy living habits.
Operations Codify and present wage adjustment forms to COO/ Executive VP.
Expenses Organize and do a cursory review of CC statements and expense reports (monthly and weekly) - question anomalies with staff.
Track employees that turn in statements.
Assist with completing employee expense reports – putting together, reviewing mileage and receipts, and submitting to COO/ executive VP for final review/ signature.
Engineering Maintain schedule of license renewals – PE, COA, Firm, NACE.
Keep and update a log on all tank budgets presented from estimator to inquiring engineers.
Project Management Assist PM team with obtaining local permits, licenses, etc.
Field Manage Fieldwire uploads – PFE drawing package (and any revisions), jobsite maps, emergency contact information, etc.
Create SOP on a step-by-step process for new Projects.
Other duties as assigned.
Supervisory Responsibilities: None