Administrative Assistant

Project Administrator

We are seeking a highly organized, professional, and customer-focused Project Administrator to support daily office operations and serve as the first point of contact for visitors, clients, vendors, and employees. This role is essential to maintaining an organized and efficient office environment while providing administrative support to leadership, project managers, field personnel, and other departments. The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced construction, manufacturing, and project-driven environment. We are looking for someone who takes pride in creating a professional experience for both internal and external stakeholders while helping the organization operate smoothly and efficiently.

Responsibilities

• Serve as the first point of contact for visitors, clients, vendors, and incoming calls.
• Greet and assist guests in a professional and welcoming manner.
• Answer, screen, and direct incoming phone calls and emails.
• Manage incoming and outgoing mail, courier services, and deliveries.
• Maintain conference rooms, reception areas, and common office spaces.
• Provide administrative support to leadership, project managers, and department teams.
• Schedule meetings, coordinate calendars, and assist with travel arrangements as needed.
• Prepare, format, and distribute reports, presentations, correspondence, and other business documents.
• Assist with meeting agendas, minutes, and follow-up action items.
• Maintain filing systems, project records, and company documentation.
• Support project teams with document management and administrative tracking.
• Assist with permit applications, contractor documentation, and project record organization.
• Track and maintain office supplies, equipment, and vendor relationships.
• Coordinate office events, meetings, and employee activities.
• Assist with onboarding paperwork and employee administrative needs.
• Enter and maintain accurate company, project, and vendor information.
• Update databases, spreadsheets, and internal reporting systems.
• Ensure records and documentation are organized and maintained in accordance with company procedures.
• Assist with compliance-related documentation and administrative reporting.

Essential Skills

• High school diploma or equivalent.
• 2+ years of administrative assistant, receptionist, office coordinator, or related experience.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Experience supporting construction, industrial, engineering, manufacturing, utility, or project-based organizations is a plus.
• Experience working with project documentation, permitting, or contractor records.
• Familiarity with accounting support functions such as invoice tracking or purchase order processing.
• Experience with CRM, ERP, or document management systems.
• Bilingual English/Spanish is a plus.