Administrative Assistant

Administrative Assistant

The Administrative Assistant will support the Operations, Project Coordination, and Office teams by assisting with administrative coordination, invoicing, scheduling, vendor management, equipment tracking, and general office organization.

This role plays an important part in helping maintain organization, communication, and efficiency throughout daily company operations. The ideal candidate is dependable, proactive, organized, and capable of managing multiple responsibilities simultaneously.

Administrative & Project Support

• Assist Project Coordinators and Project Managers with daily administrative tasks
• Organize and maintain digital and physical files, records, and project documentation
• Answer and direct incoming phone calls and emails professionally
• Assist with preparing reports, spreadsheets, and internal documentation
• Support general office operations and workflow organizations
• Maintain accurate digital and physical records

Invoicing & Financial Coordination

• Assist with customer invoicing and billing preparation
• Enter and track purchase orders
• Assist with vendor setup and vendor information entry
• Organize receipts and expense documentation
• Support the tracking of project-related expenses and job costs
• Assist with credit card reconciliation and invoice organization

Scheduling & Travel Coordination

• Schedule and coordinate travel arrangements for field crews and management
• Book flights, hotels, rental cars, and travel accommodations
• Coordinate meeting schedules and appointments
• Assist with maintaining project calendars and scheduling updates

Equipment & Rental Tracking

• Track company equipment rentals and returns
• Maintain rental logs and related documentation
• Monitor auto rental reservations and usage
• Coordinate with vendors regarding rental equipment and service needs
• Assist with tracking company assets and equipment records

Office Management & Organization

• Monitor office supply inventory levels
• Order office supplies and maintain organized supply storage areas
• Ensure office areas remain organized and stocked appropriately
• Assist with maintaining administrative procedures and organizational systems
• Support process improvements to increase office efficiency

Requirements

Qualifications

• Previous administrative, office, accounting, or project support experience preferred
• Construction, industrial, or operations experience is a plus
• Strong organizational and multitasking skills
• High attention to detail and accuracy
• Excellent communication and customer service skills
• Ability to prioritize tasks in a fast-paced environment
• Self-motivated with strong follow-through and accountability
• Professional attitude and willingness to learn

Technical Skills

• Microsoft Outlook
• Microsoft Excel
• Microsoft Word
• QuickBooks or accounting software preferred
• Construction management or project tracking software
• Shared digital file systems and cloud-based organizational platforms