Administrative Assistant

Job Description

Job Description

We are looking for a highly organized Administrative Assistant to support a construction project team in Texas. This long-term contract position will serve as a central point of coordination for daily office operations, meeting support, travel planning, and site-based administrative activities. The ideal candidate brings strong customer service skills, attention to detail, and the ability to keep project teams, visitors, and vendors informed and supported in a fast-paced environment.

Responsibilities:
• Deliver day-to-day administrative support for a construction site team while maintaining a detail-focused and service-focused approach with staff, clients, and external partners.
• Prepare and submit expense documentation for project leadership, ensuring accuracy and timely processing.
• Coordinate project office resources, including calendars, meeting spaces, parking arrangements, access credentials, and other site materials needed for smooth operations.
• Develop and update organizational references such as team directories, seating layouts, and project support records.
• Arrange travel plans, lodging, schedules, and related logistics for team members and visiting personnel.
• Plan and support project meetings by organizing schedules, preparing materials, documenting discussions, and distributing clear meeting notes.
• Respond to office questions from employees, customers, and visitors, and escalate issues promptly when additional support is required.
• Maintain orderly filing systems, manage supply inventory, assist with staff onboarding or site orientation activities, and help coordinate special events or additional project assignments.
• Provide assistance with onsite productivity issues, such as basic office equipment or connectivity concerns, and work with technical support teams when needed.• Experience providing administrative assistance in an office, project, or construction-related environment.
• Strong customer service and receptionist capabilities, including handling inbound calls and front-office inquiries professionally.
• Ability to manage calendars, meeting coordination, travel arrangements, and general office logistics with minimal supervision.
• Proficiency in data entry and document management with strong accuracy and attention to detail.
• Comfortable supporting multiple priorities in a fast-moving team setting while maintaining organization and follow-through.
• Clear written and verbal communication skills for interacting with staff, managers, vendors, and visitors.
• Working knowledge of standard administrative office tools and systems used for reporting, scheduling, and correspondence.