Administrative Assistant

Job Description

Job Description

Position Summary

The Office Administrative Assistant provides administrative and clerical support to ensure the efficient operation of the office. This role is responsible for document preparation, organization, filing, records management, scheduling, office coordination, and supporting multiple departments with day-to-day administrative needs. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Prepare, format, proofread, and distribute business documents, reports, presentations, and correspondence.
• Maintain electronic and physical filing systems, ensuring documents are organized, accurate, and easily accessible.
• Scan, upload, index, and archive company documents in shared drives and document management systems.
• Manage document version control and ensure the latest revisions are distributed appropriately.
• Create and maintain spreadsheets, databases, logs, and tracking reports.
• Coordinate document signatures through electronic signature platforms and maintain executed records.
• Assist with preparing contracts, purchase orders, vendor packets, and project documentation.
• Support onboarding paperwork and general administrative documentation for new employees.
• Answer and direct incoming phone calls and greet visitors professionally.
• Schedule meetings, reserve conference rooms, and coordinate calendars.
• Order and maintain office supplies, equipment, and kitchen inventory.
• Process incoming and outgoing mail, shipping, and deliveries.
• Assist with travel arrangements, expense reports, and meeting logistics.
• Maintain office organization, common areas, and administrative records.
• Support leadership and department managers with special projects and administrative requests.
• Ensure confidential information is handled with discretion.

Qualifications

• 2–5 years of administrative or office support experience.
• Strong experience preparing and managing business documents.
• Excellent organizational and time management skills.
• High attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Professional demeanor with excellent customer service skills.

Technical Skills

• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Adobe Acrobat
• Google Workspace
• Electronic document management systems
• Electronic signature platforms (DocuSign or Adobe Sign)
• Microsoft Teams and SharePoint preferred

Preferred Experience

• Construction, engineering, manufacturing, or renewable energy industry experience.
• Experience supporting multiple departments and executives.
• Familiarity with ERP systems such as NetSuite, SAP, or Oracle.
• Experience maintaining project documentation and records.