Administrative Assistant

Administrative Assistant

Keller is the world leader in geotechnical construction and deep foundations. With a North American presence of over 100 years, we operate as the market leader with over 50 offices throughout the US and Canada. By connecting global resources and local experience, Keller develops innovative, practical, and cost-effective solutions to geotechnical challenges. Our values of integrity, collaboration, and excellence enable us to lead the industry in providing the optimal solution for our clients.

Keller is looking for an experienced Administrative Assistant based out of our Providence, Rhode Island location.

The Administrative Assistant provides administrative, operational, and customer service support to Keller North America project operations, project teams, and leadership personnel. This role is responsible for supporting daily office activities, coordinating communications, maintaining records and documentation, assisting with project and operational reporting, and ensuring efficient office operations in a fast-paced construction environment.

The Administrative Assistant serves as a key point of contact for employees, clients, vendors, and visitors while supporting project administration, coordination, payroll processes, scheduling activities, and operational workflows. Success in this role requires strong organizational skills, attention to detail, professionalism, confidentiality, and the ability to manage multiple priorities simultaneously.

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.
• Coordinate 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.
• Assist 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.
• Assist 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.
• Assist accounting, human resources, project management, and operations personnel with administrative tasks, data entry, reporting, and document management.
• Coordinate 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

Background Requirements (Knowledge, Skills, Experience)

• 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.

Physical Requirements

• Ability to perform work in a standard office environment, including prolonged periods of sitting and working at a computer
• Frequent use of hands and fingers for typing, data entry, and operating office equipment (e.g., keyboard, mouse, calculator)
• Ability to view and read information on a computer screen for extended periods
• Ability to communicate effectively in person, via phone, and through electronic means
• Occasional standing, walking, bending, or reaching within the office environment
• Ability to lift and carry office materials (e.g., files, documents, or equipment) up to 510 pounds on an occasional basis
• Ability to maintain focus and accuracy while performing detailed, repetitive tasks
• May require extended periods of concentration and attention to detail in a fast-paced environment

Additional Information

Salary Range : $25.00 - $35.00 per hour

Actual salary will be based on a variety of factors including relevant internal and external experience, knowledge, skills, scope of job, geographical location or other factors permitted by law

Benefits

• 401(k) + matching
• Health, Dental, Vision insurance
• Life insurance
• Paid time off (PTO)
• Holiday Pay

Keller is an Equal Opportunity Employer. We encourage qualified women, minorities, veterans, individuals with disabilities, and others to apply.

Equal Employment Opportunity