Administrative Assistant

Job Description

Job Description

About Company:

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About the Role:

The Administrative Assistant plays a crucial role in ensuring the smooth and efficient operation of the office by providing comprehensive administrative support to the team. This position is responsible for managing calendars, coordinating meetings, and handling travel arrangements to optimize time management and organizational effectiveness. The role requires maintaining accurate records and communication systems to facilitate clear and professional communication both internally and externally. By performing general clerical duties and supporting various office functions, the Administrative Assistant helps create a productive work environment that enables colleagues to focus on their core responsibilities. Ultimately, this position contributes significantly to the overall success of the organization by streamlining administrative processes and supporting team collaboration. The role is fully on-site 5 days per week in a construction environment.

Minimum Qualifications:

• High school diploma or equivalent.
• Proven experience in general administrative or clerical roles.
• Proficiency in calendar management and scheduling software.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.

Preferred Qualifications:

• Associate’s degree or higher in Business Administration or related field.
• Experience with travel booking platforms and expense reporting.
• Familiarity with office management software such as Microsoft Office Suite or Google Workspace.
• Previous experience managing communication in a professional environment.
• Demonstrated ability to handle confidential information with discretion.

Responsibilities:

• Project Administration (Contractor Foreman): Assist in the creation, structuring, and organization of projects within the platform; ensuring the accurate upload and classification of blueprints, legal permits, and all technical documentation required for each construction phase.

• Personnel Management: Site access control, verification of labor timesheets, and validation of onboarding requirements.

• Inventory Control: Documentation of received materials (PV panels, inverters, and components) and processing of purchase orders for equipment and supplies.

• Vendor Management: Logistic coordination of external services, material procurement, and on-site equipment tracking.

• Document Support: Consolidation of daily progress reports and maintenance of project document traceability for audit purposes.

• Clerical Support: Perform general clerical duties such as filing, data entry, document preparation, and records management to maintain organized office operations.

• Other Duties as assigned.

Skills:

The required skills such as general administrative tasks, calendar management, and travel arrangements are essential for organizing daily workflows and ensuring that schedules and meetings run smoothly. Proficiency in multi-line phone systems and general office operations enables the Administrative Assistant to manage communications effectively and maintain a professional office environment. Records management skills are used daily to keep documents organized and accessible, supporting compliance and operational efficiency. Preferred skills like familiarity with office software and experience in travel booking enhance the ability to streamline processes and reduce administrative burdens. Together, these skills empower the Administrative Assistant to provide reliable support that improves overall team productivity and workplace coordination. Candidates must be willing to travel, have dependable transportation. Preference will be given to Bilingual (Spanish) candidates.