Administrative Assistant

Responsibilities

• Provide administrative support to project leadership, operations teams, project personnel, and other departments as needed.
• Answer incoming telephone calls, direct inquiries, take messages, and provide professional customer service to clients, vendors, and employees.
• Welcome visitors, clients, vendors, and applicants while maintaining a professional office environment.
• Cook up meetings, conference calls, training sessions, and other business events, including scheduling, logistics, and meeting preparation.
• Maintain calendars and scheduling activities for project management and field personnel.
• Aid with travel arrangements, hotel reservations, rental vehicles, and related travel logistics for employees and leadership.
• Prepare, edit, format, distribute, and maintain correspondence, reports, presentations, spreadsheets, meeting minutes, and operational documentation.
• Maintain organized filing systems, project records, employee documentation, and other business records in both electronic and paper formats.
• Process incoming and outgoing mail, packages, deliveries, and courier services.
• Order, receive, distribute, and monitor office supplies, equipment, and inventory to ensure operational readiness.
• Aid with weekly payroll processes, timecard collection, review, and data entry in accordance with company procedures.
• Support onboarding activities for new employees, including paperwork coordination, orientation scheduling, and employee record management.
• Aid accounting, human resources, project management, and operations personnel with administrative tasks, data entry, reporting, and document management.
• Cook up office maintenance requests and communicate facility issues to property management, vendors, and service providers.
• Maintain confidentiality when handling employee, financial, project, and company information.
• Support project events, employee meetings, training programs, and company initiatives as assigned.
• Participate in process improvement initiatives to enhance office efficiency, communication, and administrative workflows.
• Perform additional administrative and operational support duties as assigned.

Qualifications

• High School Diploma or equivalent required; Associate degree preferred.
• Minimum 2 years of administrative, office support, customer service, or business support experience preferred.
• Experience supporting construction, engineering, industrial, or project-based organizations preferred.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams, is required.
• Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
• Excellent verbal and written communication skills.
• Strong attention to detail and commitment to accuracy.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Experience with payroll support, timekeeping systems, data entry, or employee record management preferred.
• Strong customer service skills and ability to interact professionally with employees, clients, vendors, and visitors.
• Ability to work independently while also contributing effectively within a team environment.
• Experience using business software, databases, document management systems, or ERP platforms preferred.
• Demonstrated problem-solving skills and ability to adapt to changing business needs.
• Reliable attendance, strong work ethic, and commitment to supporting operational objectives.