Administrative Assistant

Position Summary We are seeking a proactive, detail-oriented Administrative Assistant to support daily office and field operations. This role plays a critical part in ensuring smooth communication and efficient workflow between office staff, field technicians, vendors, and subcontractors. The ideal candidate is organized, dependable, and able to manage multiple priorities in a fast-paced environment. Key Responsibilities Administrative & Clerical Support Handle incoming and outgoing mail and packages Maintain organized filing systems (electronic and paper) Perform general clerical duties including filing, scanning, copying, and data entry Manage office supplies and place orders as needed Document Preparation Prepare basic documents using Microsoft Word and Excel, including reports, letters, spreadsheets, and templates Maintain electronic records and assist with document scanning and filing Scheduling & Dispatch Warranty dispatch and scheduling Production scheduling support Assist with scheduling field personnel Team & Field Support Provide administrative support to office and field staff Coordinate travel arrangements when required Assist with ordering materials and supplies Communicate with vendors and subcontractors as needed Minimum Education None Minimum Years of Experience 2-4 Qualifications Required Minimum of 1 year of administrative or receptionist experience, preferably in a fast-paced environment Proficiency in Microsoft Office Suite (Word, Excel, Outlook) Strong organizational skills with exceptional attention to detail Ability to manage multiple priorities and meet deadlines Excellent verbal and written communication skills Ability to read, write, and speak English fluently Accounts payable and Accounts receivable experience Preferred Bilingual (English/Spanish) a plus Experience in construction, or skilled trades environment Experience with Microsoft Dynamics a plus Work Environment This position operates primarily in a professional office environment with frequent interaction with field personnel and vendors. The role may require occasional coordination with field staff. The work environment is fast-paced and team-oriented, supporting both office and field operations. Physical Requirements Ability to sit, stand, and walk for extended periods throughout the workday Ability to perform repetitive tasks such as typing, filing, and data entry Ability to lift and carry up to 15 pounds occasionally (files, office supplies, packages) Ability to bend, reach, kneel, and use hands and arms to operate office equipment License Required Yes Job Locations US-AL-Huntsville EEO Statement PLEASE NO AGENCY CALLS. NOTE TO ALL AGENCIES: Any unsolicited agency resumes or agency represented candidates that are presented to any IES employee without first having a signed contract between that agency and the IES Talent Acquisition organization will become the property of IES and no fees will be paid. The IES policy on equal employment opportunity prohibits discrimination based on race, color, religion, national origin, sex, age, gender identity, sexual orientation, individuals with disabilities, protected veterans, or any other protected status or characteristic. This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment, and also states that retaliation against any employee who files a complaint regarding possible violations of this policy will not be tolerated. IES is also committed to taking affirmative steps to promote the employment of minorities, women, individuals with disabilities, and protected veterans. #J-18808-Ljbffr