Why Gray?

Gray is a fully integrated, global service provider deeply rooted in engineering, design, and construction, along with smart manufacturing and equipment manufacturing services. Consistently ranked as a leader in the industry, we focus on the following markets for domestic and international customers: Food & Beverage, Manufacturing, Automotive, Distribution, Mission Critical, and Commercial.

Founded in 1960, Gray’s robust offering enables us to create one-of-a-kind solutions at the highest levels of customization, delivering unmatched precision and partnership to some of the world’s most sophisticated organizations. Still, these areas don’t define Gray—our people do. Passion, commitment, and a great team spirit all speak to the team members at Gray.

What we expect… (Essential Functions)

• Provide daily administrative support to the Field Operations Vice President and other Field Operations Leaders and Managers.
• Provide general information and administrative support, including special projects and initiatives, scheduling appointments, conferences, ordering supplies/equipment, and meetings.
• Manage, update, maintain, and coordinate calendars. Handle scheduling conflicts and provide alternative solutions.
• Handle all travel logistics including but not limited to booking travel, lodging, transportation, processing expenses, obtaining, and creating an agenda, and developing any necessary travel itineraries on time.
• Participate in training and professional development activities.
• Review and update department budget and expenses.
• Prepare and assemble presentation materials.
• Assist with event planning and coordination.
• Handle all meeting logistics, including booking conference rooms, setting up IT, preparing/obtaining agendas, catering, and presentation materials. Coordinate any follow-up actions as needed.
• Attend meetings as directed to prepare agendas, take notes, and follow up on action items.
• Adapt to changing priorities and handle multiple tasks simultaneously.
• Ensure that the team’s area is organized and functional.
• Ensure timesheets are completed and turned in on time.
• Ensure expenses received are input into Concur accurately and timely.
• Schedule meetings with team members.
• Reads and routes incoming mail/e-mail.  Locates and attaches appropriate file to correspondence to be answered by Manager.
• Prepares drafts of written correspondence, meeting minutes, reports, and documents. Maintains confidentiality of day-to-day department activities.
• Manage, update, and organize the Field Operations page on Go.Gray, Jobsite List, and 3 Week Look Ahead schedule of Field Operations team members.
• Assist in coverage and backup at the front desk receptionist.
• Update/Create all Field Operation job descriptions and resumes as needed for proposals.
• Assist in proofreading and assembling information for Quality Minutes, Lessons Learned, etc. Distribute to appropriate team members as required.
• Other duties may be assigned.

Who we want… (Requirements)

• A high school diploma or general education degree (GED); or minimum five years related experience and/or training.
• Experience in construction or engineering firm is highly preferred.
• Team member must have strong organizational, time management and commutation skills.
• Must possess basic computer skills including the ability to utilize Microsoft applications (Word, Excel, PowerPoint, Outlook, etc.), tablets and smartphones. Experience with Procore and SharePoint is a plus. 
• May require knowledge of applications specific to the department assigned with a willingness to learn new programs as needed by the department.
• The selected candidate will have excellent communication skills.

The new team member should be an energetic, self-motivated individual who enjoys a team environment, as well as a passion for collaboration and professional development. If you are a high achiever striving to exceed expectations in a fast-paced innovative company, then Gray is the place for you.

The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands & Work Environment

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the team member is frequently required to stand, walk, sit, use hands and arms, reach, and talk or hear. They are regularly required to climb or balance, stoop, kneel, or crouch. Must frequently lift and/or move up to 25 lbs, and occasionally lift or move up to 100 lbs. Specific vision abilities include accurate near and distant vision. There may be overtime required along with travel.

While performing the duties of this position, the team member is frequently required to stand, walk, sit, use hands, reach with hands or arms and talk or hear. They may occasionally be required to climb or balance, stoop, kneel, or crouch. Must occasionally lift and/or move up to 50 pounds. Specific vision abilities required include close vision.

Generally, normal office environment where noise level is moderate and temperature/humidity is controlled. Overtime may be required.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Gray is proud to be an Equal Opportunity Employer and welcomes everyone to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, or protected veteran status and will not be discriminated against on the basis of disability.