Administrative Assistant

JOB SUMMARY: The Administrative Assistant position provides administrative, operational, and project support to regional offices, project teams, and corporate departments. This role serves as a central point of contact for employees, visitors, vendors, and clients while ensuring efficient office operations, project administration, communication, and document management.


The ideal candidate is detail-oriented, adaptable, customer-focused, and capable of managing multiple priorities across departments and locations.

DUTIES & RESPONSIBILITIES:

Administrative & Office Support

• Serve as the first point of contact for employees, visitors, vendors, and clients by answering phones, greeting visitors, and directing inquiries appropriately.
• Coordinate incoming and outgoing mail, packages, courier services, and document distribution.
• Maintain reception areas, conference rooms, office supplies, and common office areas in a professional manner.
• Coordinate meetings, conference room schedules, travel arrangements, lodging, vehicle rentals, catering, and office events.
• Draft, proofread, edit, maintain, and distribute correspondence, reports, presentations, and other business documents.
• Provide administrative support to multiple offices, departments, and managers as needed.
• Project & Operations Support
• Support Project Managers and Operations teams with project documentation, scheduling, permit applications, bid packages, subcontractor records, and client files.
• Maintain project, vendor, subcontractor, permit, and client records and databases.
• Coordinate equipment, materials, office supplies, vehicle scheduling, and vendor communications.
• Request vendor and subcontractor quotations and maintain pricing information and supporting documentation.
• Assist with emergency response documentation, agreements, permits, and related administrative requirements.
  Financial & Payroll Support

• Coordinate approvals and documentation for purchase orders, payables, contracts, expense reports, and credit applications.
• Collect, review, and submit timesheets and supporting payroll documentation to Accounting and Human Resources.
• Assist with invoicing, billing support, customer setup documentation, recurring invoices, and other financial administrative functions.
• Serve as a liaison between regional offices and Corporate departments to facilitate administrative and documentation needs.

General Responsibilities

• Maintain professional communication with employees, clients, vendors, subcontractors, and management.
• Maintain confidentiality of sensitive employee, client, financial, and company information.
• Support process improvements and administrative best practices across regional offices.
• Assist with special projects and perform other duties as assigned.

REQUIRED SKILLS & ABILITIES:

• Strong customer service, interpersonal, written, and verbal communication skills.
• Excellent organizational, time-management, and multitasking abilities.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams, and PowerPoint) and Adobe Acrobat.
• Ability to prepare, proofread, maintain, and organize professional documents and records.
• Strong attention to detail, accuracy, problem-solving, and follow-through.
• Ability to work independently while supporting multiple departments, managers, and office locations.
• Ability to maintain professionalism, discretion, and confidentiality.

EDUCATION & EXPERIENCE:

• High School Diploma or GED required.
• Minimum three (3) years of administrative, office support, project support, or related experience preferred.
• Experience supporting multiple departments, managers, or office locations preferred.
• Experience in environmental consulting, construction, engineering, industrial services, or a related industry is preferred.
• Bilingual (English/Spanish) preferred.

SOFT SKILLS & PHYSICAL REQUIREMENTS:

• Ability to sit, stand, walk, bend, reach, and perform general office duties throughout the workday.
• Ability to lift and carry office supplies and materials up to 30 pounds.
• Ability to operate standard office equipment, including computers, telephones, printers, and scanners.

• Visual acuity and manual dexterity sufficient to prepare documents, enter data, and review detailed information.