ISO Services - Administrative Assistant (Quality, Safety, Training)

Job Profile: Admin Asst (Quality, Safety, Training)

Reports To: Safety Manager

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.
• Other duties as defined by VP Quality & Safety.

Qualifications:

• 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