Administrative Assistant
Full Time $19.00 - $20.00 / hourJob Overview
The Administrative Assistant provides administrative support to the Project Accountant II and the Project Administrator to ensure the efficient operation of project accounting activities. This role is responsible for maintaining project documentation, performing data entry, coordinating communications, scheduling meetings, and assisting with accounting and project administration tasks. The Project Administrative Assistant supports project teams by ensuring records are accurate, documentation is complete, and administrative processes are performed efficiently.
Key Responsibilities
Administrative Support
- Provide administrative support to the Project Administrator and Project Accountant II.
- Answer phone calls, respond to emails, schedule meetings, maintain calendars, and prepare correspondence and meeting materials.
Document Management
- Maintain accurate and organized electronic and hard-copy project files.
- Scan, file, archive, and organize project documentation for billing, audits, reporting, and closeout.
Data Entry & Project Support
- Enter and update project information, purchase orders, invoices, and other project data in company systems.
- Maintain project logs, reports, spreadsheets, and databases while ensuring documentation is complete and accurate.
- Verify documentation is complete before routing for review or approval.
- Assist with purchase orders, vendor invoices, and supporting documentation.
- Coordinate with project teams, vendors, customers, and internal departments to obtain required documentation.
Office Administration
- Order and maintain office and project supplies.
- Maintain confidentiality of project, financial, and company information.
- Perform general office administration and other duties as assigned.
Skills, Knowledge and Expertise
Work Experience
- 1-3 years of administrative or operations support experience, preferably in construction, restoration, or logistics.
- Experience managing schedules, compliance tracking, and administrative coordination for field-based teams.
Skills
- Organization: Strong time management and scheduling abilities with keen attention to detail.
- Communication: Strong written and verbal communication skills with the ability to interact with leadership, project teams, vendors, and field personnel.
- Technology: Proficient in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint) and scheduling or project management tools; experience with ERP systems preferred.
- Data Management: Skilled in maintaining databases, tracking systems, and compliance documentation.
- Team Support: Collaborative and service-oriented, with the ability to work across multiple departments.
Education
- High school diploma or equivalent.
- Preferred: Associate or Bachelor degree in Business Administration, Management, or related field.
Knowledge
- Understanding of operations, scheduling, and project coordination.
- General understanding of construction or restoration project workflows and field staffing structures.
- Awareness of safety, HR, and compliance documentation processes.
Personal Traits and Attributes
- Dependable: Reliable and consistent with meeting deadlines and maintaining accurate records.
- Proactive: Takes initiative in identifying scheduling or compliance needs before issues arise.
- Professional: Maintains a high standard of professionalism in communication and demeanor.
- Detail-Oriented: Ensures accuracy in documentation and scheduling tasks
Languages
- Bilingual (English/Spanish) preferred.