About Hensel Phelps

At Hensel Phelps, we don’t just build projects—we build careers, communities, and a culture of excellence. As an employee-owned company, every person here plays a vital role in shaping our success and future. Guided by our core values of Ownership, Integrity, Builder mindset, Diversity, and Community, we combine cutting-edge technology with hands-on expertise to deliver landmark projects across the nation. When you join Hensel Phelps, you join a team that values your growth, empowers your ideas, and invests in your journey. Together, we create an environment where innovation thrives, safety is paramount, and every individual has the opportunity to make a lasting impact.

Job Description

Administrative assistants manage and distribute information within the regional office. This generally includes answering phones, taking memos, and maintaining files.

Key Responsibilities

• Reads and routes incoming mail
• Locates and attaches appropriate file to correspondence to be answered by employer
• Prepares outgoing mail and correspondence, including e-mail and faxes
• Takes dictation in shorthand or by machine and transcribes notes on typewriter or computer or transcribes from voice recordings
• Composes routine correspondence
• Organizes and maintains operational file system and files correspondence and other records
• Answers and screens manager's telephone calls and arranges conference calls
• Coordinates manager's schedule and makes appointments
• Arranges and coordinates travel schedules and reservations
• Coordinates and arranges meetings, prepares agendas, reserves, and prepares facilities, and records and transcribes minutes of meetings
• Makes copies of correspondence or other printed materials
• Orders and maintains supplies and arranges for equipment maintenance
• Prepares source data for computer entry by compiling, processing customer and account source documents
• This includes entering customer and account data.

Qualifications

• Ability to read and comprehend simple instructions, short correspondence, and memos
• This includes the ability to write simple correspondence
• Effectively presents information in one-on-one and small group situations to customers, clients, and other employees of the organization
• Willingness to take direction and follow instructions
• Requires the ability to carry out detailed but uninvolved written or oral instructions
• Ability to deal with problems involving a few concrete variables in standardized situations
• Willingly asks questions and implement new and more effective procedures to document control and management
• Works collaboratively with others and fosters a positive work environment related to teamwork
• Understands and meets quality standards.

Physical Requirements

Light Work. Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

• The individual in this position will periodically walk, kneel, sit, crouch, reach, stoop, read/see, speak, push, pull, lift, stand, and finger/type. The frequency of each action varies by workflow and office activity.
• Walking - The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, boxes, cabinets, etc.
• Constantly operates a computer and other office machinery, such as a calculator, copy machine, phone, computer, and computer printer.
• The person in this position frequently communicates with employees and external stakeholders regarding a variety of topics related to office administration.
• Constantly computes, analyzes, and conceptualizes mathematical calculations and formulas.
• Constantly reads written communications and views email submissions.
• The person in this position regularly sits in a stationary position in front of a computer screen.
• Visual acuity and ability to operate a vehicle as certified and appropriate.
• Rarely exposed to high and low temperatures
• Rarely exposed to noisy environments and outdoor elements such as precipitation and wind.

Education

Benefits

Hensel Phelps provides generous benefits for our full-time employees. This position is eligible for company-paid medical insurance, life insurance, accidental death & dismemberment, long-term disability, 401(K) retirement plan, and our employee assistance program (EAP). Hensel Phelps also believes in the importance of taking time to recharge. As a result, employees are eligible for paid time off beginning upon hire.

Equal Opportunity Employer Statement

Hensel Phelps is an equal opportunity employer. Hensel Phelps is committed to engaging in affirmative action to increase employment opportunities for protected veterans and individuals with disabilities. Hensel Phelps shall not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity and expression, domestic partner status, pregnancy, disability, citizenship, genetic information, protected veteran status, or any other characteristic protected by federal, state, or local law. The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)