Administrative Assistant

Job Description

Job Description

Salary:

Administrative Assistant

Location: Kansas City, KS

Reports to: Project Manager or VP of Installation and Retrofit

Position Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to support our field operations team. This role is essential to keeping our operations running smoothly from coordinating travel logistics for field personnel to managing communications and ensuring utility locate requests are submitted accurately and on time. The ideal candidate thrives in a fast-paced environment, takes initiative, and has a strong command of organizational tools and systems.

Key Responsibilities

Travel & Logistics Coordination

• Book hotel accommodations and flights for field personnel, ensuring cost-effective and timely arrangements
• Track travel itineraries and make adjustments as schedules change
• Maintain accurate records of travel expenses and reservations

Communications Management

• Serve as the first point of contact for incoming phone calls, routing inquiries to the appropriate team members
• Monitor and respond to incoming emails in a professional and timely manner
• Draft and distribute internal communications, memos, and correspondence as needed

811 Utility Locate Coordination

• Submit and track 811 dig line locate requests on behalf of field crews
• Maintain a log of all active and completed locate tickets, ensuring compliance with required notice periods
• Follow up on pending locates and communicate status updates to field supervisors

Report Creation & Job Documentation

• Compile and assemble final project reports for submission to clients
• Gather and organize all required project documentation into job books
• Ensure all reports are complete, accurate, and submitted in accordance with client deadlines and contractual requirements

Administrative & Organizational Support

• Partner with project managers to coordinate vehicle logistics during maintenance or breakdowns
• Organize and manage digital and physical filing systems
• Assist with scheduling, meeting coordination, and calendar management
• Support project managers and field supervisors with documentation and reporting tasks
• Order and manage office supplies as needed

Qualifications

• High school diploma or equivalent
• Minimum 2 years of administrative or office support experience
• Proficiency in Microsoft Excel (data entry, formatting, basic formulas)
• Experience with Smartsheet or willingness to learn quickly
• Strong written and verbal communication skills
• Excellent organizational skills and the ability to manage multiple priorities simultaneously
• Ability to work independently and meet deadlines in a fast-paced environment

Preferred Qualifications

• Experience with 811 utility locate processes or work in a construction/utilities/field services environment
• Familiarity with travel booking platforms (Concur, Egencia, or similar)
• Experience supporting field or remote teams

Working Conditions

• Primarily sedentary office-based role
• Prolonged periods of sitting and working at a computer
• Occasional lifting of office materials up to 20 lbs.