Job Description

INTRODUCING DAKOTA MATTING & ENVIRONMENTAL SOLUTIONS: WHO WE ARE

With vast capital investments within the Electrical Utility Industry, Dakota Matting & Environmental Solutions stands proud in contributing to our nation’s infrastructure expansion. Through innovative access solutions, coupled with an unwavering commitment to environmental responsibility, we play a pivotal role in fostering the sustainable growth of essential utilities.

As a woman-owned and minority-owned business, we bring a unique perspective and competitive edge to the industry. We have the ability to attract and retain top talent due to our collaborative work environment and rewarding culture. As one of the very few independently owned and operated companies in this field, we are able to make common sense decisions that always put our clients first, and this is the reputation that we have garnered.

As we are continuously growing, we are looking for an Administrative Assistant to join our passionate team.

POSITION DETAILS

We’re looking for a resourceful, can-do Administrative Assistant to join our rapidly growing company. In this role, you’ll be the first point of contact for visitors and callers, creating a warm, professional, and welcoming experience. You’ll thrive in a fast-paced environment, pivot quickly when priorities shift, and proactively solve problems to keep business operations running smoothly. The right candidate is adaptable, detail-oriented, and eager to contribute across a variety of responsibilities — from greeting guests and managing office operations to coordinating travel, events, and communications.

RESPONSIBILITIES

Office Operations

• Greet guests; Answer and route company calls/voicemails to the various departments.
• Receive, sort, and distribute incoming mail; manage outgoing mail and packages (FedEx labels, stamps/supplies).
• Maintain headquarter inventory (snacks, beverages, kitchen and office supplies).
• Coordinate any issues or maintenance requests with property management.
• Order catered lunches and perform lunch pick-ups for manager and client meetings.

Administrative Support

• Scan and electronically file documents on SharePoint.
• Send documents to employees and/or clients via DocuSign for e-signatures and file accordingly
• Order annual appreciation gifts for customers and holiday gifts for employees.
• Send e-gift cards for President’s Call employee recognition awards.
• Send company announcements on employee birthdays and work anniversaries.

Travel & Event Coordination

• Arrange travel and lodging for visiting managers, clients, and interviewees: book flights, hotels, and rental cars; book dinner reservations.
• Coordinate Meetings and Events: schedule hotel blocks for national conferences, VIP Customer events, and internal meetings; reserve private dining rooms at restaurants; book excursions and entertainment activities.
• Plan office Holiday parties and employee birthday lunches
• Track confirmations and create itineraries for travelers; communicate promptly with travelers regarding any changes or issues.

Marketing & Communications Support

• Create/format PowerPoint presentations, as needed, for President’s Call and occasional internal meetings
• Create/order marketing materials for annual conferences and expositions as needed
• Bi-Weekly, create marketing posts for LinkedIn
• Quarterly, create invites and flyers for North American Matting Association
• Make occasional edits to company website as needed

Operations Support

• Support safety/compliance mailings (e.g., mail safety training cards and vehicle registration renewals to employees).
• Order toll transponders for company vehicles and maintain list, ensuring accurate charges to correct business units
• Register trailers and vehicles with the DMV on occasion

JOB REQUIREMENTS

At Dakota, we take on and execute some of the most challenging access projects in the country. To help us successfully execute our projects, we are looking for a DOT and Fleet Compliance Specialist with these qualifications:

• Bachelor’s or Associate’s degree preferred, but not required. Equivalent experience or a demonstrated ability to perform the responsibilities of the role will also be considered.
• Prior administrative or office coordination experience preferred, but not required – strong organizational skills and a willingness to learn are essential.
• Valid driver’s license, reliable transportation, and comfort driving locally for errands on occasion.
• Welcoming and approachable, with strong interpersonal skills to greet visitors and interact professionally with employees and clients.
• Excellent Communication skills : Friendly, professional, and concise - on the phone, in person, and in writing.
• Highly organized with strong attention to detail; able to prioritize tasks effectively and maintain accurate records
• Composed and adaptable – does not get flustered easily and is comfortable adjusting to change or shifting priorities.
• Proficient with Microsoft 365 (i.e., Outlook, Teams, SharePoint, Word, Excel, PowerPoint).
• Ability to lift up to 25 lbs occasionally (i.e., packages and office supplies).
• Experience coordinating travel/hotel blocks and working with corporate rate programs (preferred).
• Experience supporting executives or multi-department teams (preferred).

THE GREAT BENEFITS OF WORKING HERE

The Heart and Soul of Dakota are our people. We want to provide you with the best possible employee experience, so you can be happy and effective within your job. Some of the great benefits of joining our team include the following:

• Comprehensive Benefits Package: Your health and well-being matter to us. As part of our commitment to your health and financial security, we offer comprehensive benefits, including health insurance, dental insurance, vision insurance, an Employee Assistance Program, and a 401(k)-retirement plan.
• Fast Growing Company with Great Career Growth Opportunities: Dakota is a fast-growing company that offers excellent career growth opportunities. As we continue to expand and thrive, you’ll have the chance to advance your career and take on new challenges.
• Work with a Diverse and Inclusive Team: Dakota Matting prides itself on fostering a diverse and inclusive work culture. This diverse exposure will enhance your skillset, broaden your expertise, and position you as a well-rounded professional.
• Paid Vacation and Holidays: We offer paid time off (PTO) so you can relax, recharge, and maintain a healthy work–life balance. In addition, the Company observes eight paid holidays each year for you to enjoy with family and friends.

EQUAL OPPORTUNITY EMPLOYER

Dakota Matting & Environmental Solutions provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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