Administrative Assistant

Job Description

Job Description

We are looking for a proactive Administrative Assistant to support contract coordination and day-to-day administrative activities for an on-site team in Texas. This contract position with permanent potential is ideal for someone who is highly organized, comfortable working independently, and confident managing details across multiple steps of the contract process. The role serves as a key point of coordination between sales, estimating, operations, and other internal partners to help keep projects moving efficiently.

Responsibilities:
• Coordinate incoming customer agreements by reviewing documents for completeness, organizing records, and preparing them for internal processing.
• Act as a central point of communication between estimating, sales, operations, and other stakeholders to keep contract-related tasks on schedule.
• Enter and maintain contract information in internal systems with a high degree of accuracy and attention to detail.
• Track the progress of agreements through each approval and operational step, following up as needed to prevent delays.
• Support project logistics by ensuring documentation is properly routed and shared with the appropriate teams.
• Handle general administrative duties such as answering inbound calls, assisting visitors, and providing front-office support when needed.
• Maintain organized electronic and physical files so documents can be accessed quickly and audited easily.
• Provide flexible coverage during busy periods or team absences, including occasional additional hours when business needs require it.• Previous experience in an administrative support, office coordination, or contract support role.
• Strong attention to detail and the ability to manage accurate data entry in a fast-paced environment.
• Ability to learn new processes quickly and work with minimal supervision.
• Strong communication skills with the confidence to follow up persistently and respectfully across teams.
• Comfortable handling inbound calls and performing general receptionist or front-desk responsibilities.
• Proficiency with standard office software and experience using accounting or project systems; exposure to Foundation Software is helpful but not required.
• Availability to work a part-time on-site schedule with flexibility for occasional changes in hours.