Administrative Assistant

Job Description

Job Description

Administrative Assistant – Asbestos Abatement & Demolition

Company: Trifecta Team LLC
Position: Administrative Assistant
Employment Type: Full-Time
Reports To: Management / Operations Manager

Position Summary

Trifecta Team LLC is seeking an organized, dependable, and detail-oriented Administrative Assistant to support the daily operations of our asbestos abatement and demolition company.

This position plays an important role in keeping our office and field operations organized and ensuring project, employee, and regulatory documentation is properly maintained. The Administrative Assistant will work closely with management, project managers, supervisors, field employees, customers, subcontractors, and vendors.

The ideal candidate is comfortable working in a fast-paced construction environment, can manage multiple priorities, communicates professionally, and takes ownership of keeping administrative tasks organized and completed.

Primary Responsibilities

Office & Administrative Support

• Answer and direct incoming phone calls and emails.
• Maintain organized electronic and physical project files.
• Prepare correspondence, reports, spreadsheets, forms, and other company documents.
• Assist management and project managers with daily administrative needs.
• Maintain company calendars and assist with scheduling meetings, appointments, training, and project-related activities.
• Receive, organize, scan, file, and distribute project documentation.
• Maintain office supplies and coordinate routine office needs.
• Communicate professionally with customers, employees, subcontractors, vendors, consultants, and regulatory agencies.

Project Administration

• Set up new project files and maintain documentation throughout the life of each project.
• Assist with preparation and tracking of contracts, purchase orders, change orders, subcontract agreements, and other project documentation.
• Track required project documents and follow up on outstanding items.
• Assist project managers with job startup and closeout documentation.
• Maintain records of project contacts, schedules, correspondence, and documentation.
• Assist with preparation of customer invoices and supporting documentation.
• Track outstanding invoices, retainage, change orders, and other project-related administrative items.
• Assist with bid and proposal preparation as needed.

Asbestos Abatement & Compliance Administration

• Assist with preparation, submission, and tracking of asbestos abatement notifications and required regulatory documentation.
• Maintain organized records for asbestos surveys, analytical reports, project specifications, notifications, permits, waste shipment records, air monitoring documentation, and final clearance reports.
• Maintain employee asbestos licenses, certifications, medical clearances, respirator fit tests, training records, and expiration dates.
• Notify management of upcoming employee certification, training, medical, or licensing expirations.
• Assist with maintaining company licensing and regulatory records.
• Coordinate with project managers and supervisors to ensure required project documentation is collected and properly filed.
• Maintain documentation necessary for project closeout and regulatory recordkeeping.

Employee & Payroll Administration

• Collect and review employee timecards and field paperwork.
• Assist with payroll preparation and submission.
• Maintain employee personnel and training files.
• Assist with new-hire paperwork and employee onboarding.
• Maintain employee contact information and employment documentation.
• Track vacation and time-off requests.
• Assist with scheduling required employee training, physicals, fit testing, and certifications.
• Maintain records for company vehicles, equipment, and assigned employee property as needed.

Accounting & Financial Support

• Assist with accounts payable and accounts receivable functions.
• Enter and organize vendor invoices and receipts.
• Assist with customer invoicing and payment tracking.
• Maintain vendor and subcontractor information.
• Assist with credit applications, certificates of insurance, W-9s, and other vendor/customer documentation.
• Accounts receivable and Accounts payable
• Maintain accurate and organized financial documentation for management review.

Insurance & Company Documentation

• Maintain current certificates of insurance and assist with customer COI requests.
• Maintain subcontractor insurance and required documentation.
• Assist with workers' compensation, vehicle, and general liability documentation as directed.
• Maintain company licenses, registrations, insurance documents, and expiration dates.
• Assist management with prequalification packages and contractor/vendor registration requirements.

Qualifications

• High school diploma or equivalent required.
• Previous administrative experience preferred.
• Experience in construction, environmental services, demolition, asbestos abatement, or a related industry is strongly preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to maintain accurate records.
• Ability to manage multiple projects and deadlines simultaneously.
• Comfortable communicating with field employees, customers, vendors, and regulatory agencies.
• Ability to handle confidential employee and company information professionally.
• Dependable, self-motivated, and willing to take ownership of assigned responsibilities.
• Experience with QuickBooks is preferred.
• Payroll and timecard processing
• Accounts payable and accounts receivable

Computer Skills

Candidates should be comfortable using:

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• PDF/document management software
• Cloud-based file storage and document organization
• Accounting or bookkeeping software
• Experience with QuickBooks is preferred.

Preferred Industry Knowledge

Experience with any of the following is beneficial but not required:

• Asbestos abatement documentation
• Environmental or construction regulations
• Contractor licensing and certifications
• Construction project documentation
• Employee training and certification tracking
• Construction contracts and change orders
• Certificates of insurance
• Prevailing wage or certified payroll documentation
• Subcontractor and vendor management

Training can be provided for asbestos-specific administrative and regulatory requirements.

Key Characteristics for Success

The successful candidate will be:

• Highly organized
• Detail-oriented
• Dependable
• Professional
• Comfortable working independently
• Able to prioritize changing demands
• Willing to learn the asbestos abatement and demolition industry
• Proactive about identifying missing documents, approaching deadlines, and outstanding administrative items
• Comfortable working in a small-business environment where responsibilities may occasionally extend beyond a traditional administrative role

Work Environment

This position is primarily office-based but requires frequent communication with project managers, supervisors, and field employees working at active demolition and asbestos abatement projects.

The Administrative Assistant is an important part of the operations team and will help ensure that projects remain organized, employees remain compliant, paperwork is completed properly, and management has the information necessary to operate the company efficiently.

Equal Opportunity

Trifecta Team LLC is an equal opportunity employer and considers qualified applicants without regard to legally protected characteristics.