ADMINISTRATIVE ASSISTANT

JOB TITLE: ADMINISTRATIVE ASSISTANT

General Description: This position reports to the VP of Engineering & Drafting. The Adminstrative Assistant serves as the first point of contact for visitors and callers while providing essential administrative support to the Engineering, Sales, and Technology teams. This role requires professionalism, adaptability, and strong technical proficiency in Microsoft Office, Bluebeam, PDF editors, and other administrative software.

Salary Range: $20.80-$28.14

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Serve as the first point of contact for visitors, deliveries, walk-ins, employees and callers; answering and directing incoming calls with professionalism and courtesy.
• Support Engineering, Sales, and Technology with document preparation, formatting, and editing in Microsoft Office, Bluebeam, and PDF editors.
• Assist the Sales department in gathering data for bid submissions, RFP responses, and pre-qualification inquiries, including communicating with contractors, architects, and subcontractors when needed.
• Provide administrative support for Engineering projects.
• Assist Technology staff with basic administrative tasks such as scheduling, organizing documents, and supporting software or equipment recordkeeping.
• Manage and organize the supply room, order office supplies, and maintain a tidy break room (including stocking and ordering for meetings).
• Coordinate office activities and meetings.
• Open, sort, and distribute incoming mail to appropriate departments and employees.
• Complete special projects as assigned and perform other duties to support the overall needs of the business.

EDUCATION, SKILLS, AND ABILITIES REQUIRED

• Professional phone etiquette with the ability to maintain a positive, customer-focused demeanor under pressure and competing demands.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) including formatting documents, creating spreadsheets, generating formulas, and preparing professional presentations.

• Experience using Bluebeam and PDF editors for document review, markup, and collaboration.
• Ability to quickly learn and adapt to other administrative and industry-specific software.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.
• Ability to communicate clearly and professionally with internal employees, job applicants, vendors, and external business partners.
• Strong foundational skills in math and English at a high school diploma or GED level are required; an associate's degree in office management or a related field is preferred.

PHYSICAL REQUIREMENTS/ ADA ESSENTIAL FUNCTIONS

• Ability to sit or stand for extended periods of time.
• Manual dexterity and hand-eye coordination for typing, filing, and operating office equipment.
• Visual acuity sufficient to read small print and review documents.
• Hearing ability to effectively answer phones and communicate in-person.
• Ability to lift and move office supplies or equipment as needed.
• Mobility to move around the office and assist other departments

WORKING CONDITIONS

• Low risk of exposure to unusual elements or safety hazards.
• General office environment with standard safety precautions.

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job related duties as may be reasonably assigned by his/her supervisor.

Wells is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, gender identity, disability, or protected Veteran status.

Wells participates in E-Verify and will provide the federal government with your I-9 Form information to confirm you are authorized to work in the U.S