Office Administrator

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Job description

About Us:

Clayco is a full-service, turnkey real estate development, master planning, architecture, engineering and construction firm that safely delivers clients across North America the highest quality solutions on time, on budget, and above and beyond expectations. With $3.8 billion in revenue for 2020, Clayco specializes in the "art and science of building," providing fast track, efficient solutions for industrial, commercial, institutional and residential related building projects.

Why Clayco?

Best Places to Work - Crain's Chicago Business, St. Louis Business Journal

ENR - Top Midwest Contractors (#1), Top Design Build Contractors (#4), Top 400 Contractors (#24)

The Role We Want Your For:

Provide administrative/executive support to management staff at the Newport Beach Office. The Office Administrator will be responsible for triaging telephone calls, maintaining accurate, detailed and easy-to-find records of all correspondence, scheduling meetings, keeping calendars up-to-date, monitoring email and voicemail (as requested and appropriate), making complex travel arrangements, meeting preparation, ordering and picking up lunches, and receptionist duties.

The position assists the Marketing Department with all branded and pursuit work being prepared for potential and awarded clients. This position will work closely with the marketing team, sales team and partners of the firm. This is a highly visible position that is responsible for the production of marketing materials, data base management, and other administrative tasks.

Specific Responsibilities:

• Print and assist in maintaining prequalification books
• Assist in the creation of qualification and proposal packages
• Ability to work with PowerPoint Presentations
• Creates and Maintains: Resumes, Project Profile Sheets, Electronic Data
• Manage and maintain Executives' schedules, coordinate and set up meetings
• General clerical duties including photocopying, fax and mailing
• Prepare memos, letters, spreadsheets, as needed.
• Greet visitors and determine whether they should be given access to specific individuals
• Coordinate various business climate entertainment events
• Handle confidential material and information
• Coordinate travel and transportation
• Manage calendar appointments

Job Specifications:

• Experience in a construction marketing is a bonus
• Bachelor's Degree, preferably in Business, Communications, Marketing, or related major
• Proficiency in All Microsoft Office Programs; expert in Word and Outlook
• Ability to work efficiently and effectively in a fast paced, deadline driven, high pressure environment and be flexible to work overtime on a short notice
• Must have aptitude for Adobe InDesign and be willing to take a class or learn the program if not familiar
• Demonstrated creative portfolio
• Excellent copywriting skills
• Mac and PC experience preferred - to interface with MKT - this position will need a mac.
• Superior time management skills
• Very high organization and multi-task capability
• Excellent oral and written communication skills
• Interact well with co-workers, clients, subcontractors, suppliers, politicians, etc.
• Good project management skills
• Be able to work under pressure and meet deadlines