Administrative Assistant

Assignment Location Baton Rouge, Louisiana Employment Type Full-Time Position Administrative Assistant – Industrial Site Coordinator (Maintenance Operations) Primary Purpose Successful candidate reports to a designated job site in the gates of a refinery. Works independently performing a wide range of complex and confidential administrative and clerical support duties. Requires excellent communication and interpersonal skills. Responsibilities Prepare meeting agendas, meeting minutes and other administrative tasks as required. Communicate with clients, suppliers and construction team members. Respond to queries raised and request for information. Manage email correspondence, prepare and type reports, emails, and other documents using Microsoft Office or other relevant computer software. Create, maintain, and close daily work tickets and job folders in construction job-cost software; ensure all authorized tickets are properly documented and filed. Issue and track office and field purchase orders; maintain material order lists and coordinate deliveries/lead times with supervisors and vendors. Update project schedules, manpower tracking, and lookahead reports (3WLA or equivalent); provide daily/weekly allocation and progress reports to management. Use a systematic approach to day-to-day tasks and ensure various appointments and meetings are leveraged. Provide follow-up phone calls and routes phone calls to the appropriate person. Coordinate site visits and logistics with subcontractors. Support pre-bid activities, take-offs, and proposal development; assist with client communications and act as a central information hub for the project team. Enforce company safety procedures and policies on site; assist with timesheet review/approval and submission to payroll. Provide additional support as needed. Qualifications At least 3 years of administrative experience. Prior experience in commercial or industrial construction setting. Excellent communication skills and comfort acting as liaison among field crews, superintendents, clients, and vendors. Proficient in managing office technology and confidential record keeping. Advanced organizational and time-management skills with proven ability to meet strict daily cutoffs while supporting multiple concurrent projects. Strong Microsoft Office Suite skills (especially Excel for schedules, tracking, and reporting); experience with PO processes and basic project controls a plus. Ability to work independently on-site in active industrial facilities; must be eligible for refinery site access (TWIC card, background check, drug screen) and willing to follow all client safety and security protocols. Benefits 401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance #J-18808-Ljbffr