Regional Administrative Support

Job Description

Job Description

JOB SUMMARY: The Regional Administrative Support 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, greetingvisitors, 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 officeevents.

•Draft, proofread, edit, maintain, and distribute correspondence, reports, presentations, and other businessdocuments.

•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, bidpackages, 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 creditapplications.

•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 financialadministrative functions.

•Serve as a liaison between regional offices and Corporate departments to facilitate administrative anddocumentation 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 ispreferred.

•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.

Monday - Friday, 8:00 am - 5:00 pm with a 1 hour unpaid lunch break