Administrative Assistant

Job Summary

We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support the daily operations of a construction and transportation company. The ideal candidate will be the backbone of our office, managing administrative tasks, coordinating communication, and ensuring smooth workflows between field teams, project managers, clients, and vendors.

Key Responsibilities

• Greet visitors, answer and direct phone calls, and manage general email inquiries
• Schedule and coordinate meetings, appointments, and travel arrangements for management and field staff
• Prepare, edit, and distribute correspondence, reports, invoices, and bids
• Maintain and update project files, permits, certifications, safety records, and compliance documents (both digital and physical)
• Assist with payroll processing, time-sheet collection from field crews, and basic bookkeeping support using QuickBooks or similar software
• Track and order office supplies, safety gear, and uniforms
• Coordinate vehicle and equipment maintenance scheduling with fleet manager
• Manage incoming/outgoing mail, shipments, and courier services
• Assist in preparing bid packages, subcontract agreements, change orders, and close-out documents
• Perform data entry and maintain accurate records in company CRM/ERP systems (e.g., Procore, Viewpoint, HCSS, or similar)
• Provide general support to project managers and executives as needed

Qualifications & Requirements

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred
• 2+ years of administrative experience (construction, transportation, or industrial environment strongly preferred)
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace
• Experience with construction/transportation software (Procore, HeavyJob, Fleetio, QuickBooks, etc.) is a plus
• Excellent written and verbal communication skills
• Strong organizational and time-management abilities with the capacity to prioritize urgent tasks
• Ability to handle confidential information with discretion
• Comfortable working in a high-volume, deadline-driven environment
• Familiarity with DOT regulations, OSHA safety standards, or construction documentation preferred
• Valid driver’s license and reliable transportation