Administrative Assistant

Job Description

Job Description

(Ponchatoula, LA): Flexicrew Technical Services (FTS) is seeking an Administrative Assistant to support the Pipeline Division by providing comprehensive clerical and administrative support. This role helps ensure efficient office operations, accurate employee certification and timekeeping records, and effective coordination with field crews and service providers. The ideal candidate is detail-oriented, proactive, organized, and comfortable managing multiple priorities in a fast-paced construction office environment.

Essential Duties:

• Order and maintain inventory of office, housekeeping, toiletry, and PPE supplies.

• Maintain daily office cleanliness standards, allocate toiletries to restrooms, and monitor third-party cleaning services.

• Track time-off requests for pipeline personnel and provide weekly summaries to management and supervision.

• Maintain accurate and current records of fusion and welding certifications for field personnel.

• Schedule and coordinate fusion certification classes and communicate scheduling details to participants and supervisors.

• Retrieve and distribute daily mail and packages; notify recipients and coordinate outgoing package pickups.

• Call in utility locates for service crews and ensure locate information and updates are communicated and documented.

• Answer incoming calls on the main office line in a professional and courteous manner.

• Perform drive-time and timekeeping audits, identify discrepancies, and coordinate corrections with supervisors.

• Maintain the PPE closet, track distribution, and communicate updates or issues to the safety team.

• Maintain accurate crew rosters and organizational structure, updating records as crews change.

• Organize, file, and maintain accurate MRC (Material Receipt Confirmation) packing lists for job boxes.

• Perform miscellaneous errands, including pickups, drop-offs, and deliveries, as requested.

• Maintain confidentiality and foster trust with leadership and employees.

• Promote and maintain a positive and inclusive workplace culture.

Requirements/Skills:

• High school diploma or equivalent; associate degree or administrative training preferred.

• Minimum of 2 years of administrative or office support experience, preferably in a construction or field-based environment.

• Proficiency with Microsoft Office Suite, including Excel, Word, and Outlook.

• Excellent written and verbal communication skills.

• Strong organizational skills and attention to detail.

• Ability to multitask, prioritize responsibilities, and work with minimal supervision.

• Valid driver’s license and ability to drive for occasional errands or deliveries.

• Ability to work effectively in a fast-paced, safety-sensitive construction environment.

• Must be comfortable interacting with field personnel, supervisors, and visitors.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.

• Ability to occasionally stand, walk, bend, and lift up to 25 pounds.

• Ability to retrieve items from shelves, job boxes, storage rooms, and other designated areas.

• Ability to occasionally drive to complete errands, pickups, drop-offs, or deliveries.

Equal Opportunity Statement:

Flexicrew Technical Services is an Equal Opportunity Employer; employment with FTS is governed on the basis of merit, competence, and qualifications. Employment or consideration will not be influenced in any manner by race, color, religion, gender, national origin/ethnicity, veteran status, disability status, age, sexual orientation, gender identity, marital status, mental or physical disability or any other legally protected status.