Job Title: Administrative Assistant

Reports To: President

Position Overview: The Administrative Assistant will provide essential support to the President and the operations team, ensuring efficient coordination of field activities and smooth execution of projects. This role is crucial in maintaining effective communication, organizing documentation, facilitating administrative tasks, and managing timekeeping to enhance operational productivity and customer satisfaction.

Primary Duties:

Administrative Support: Assist the President with administrative tasks such as scheduling appointments, organizing meetings, preparing documents, and managing correspondence to ensure efficient workflow.

Documentation Management: Maintain accurate records and documentation related to field operations, including project files, contracts, permits, and safety reports, ensuring compliance with regulatory requirements and company standards.

Communication Liaison: Serve as a central point of contact for internal and external communication, relaying messages, answering inquiries, and facilitating information exchange between field staff, clients, subcontractors, and other stakeholders.

Data Entry and Reporting: Input data into relevant systems or databases, generate reports, and compile project documentation as needed to support decision-making, monitoring progress, and analyzing performance metrics.

Timekeeping: Oversee timekeeping processes for field staff, ensuring accurate recording of hours worked, adherence to company policies and labor regulations, and timely submission of timesheets for payroll processing.

Office Management: Coordinate office logistics, such as ordering supplies, managing equipment inventory, and organizing workspace, to maintain a productive and organized work environment for the operations team.

Customer Support: Assist in addressing customer inquiries, resolving issues, and maintaining positive relationships with clients, ensuring prompt and professional response to their needs and concerns.

Support for Field Staff: Provide administrative support to field personnel, including assisting with travel arrangements, processing expense reports, coordinating training sessions or team meetings, and addressing any timekeeping-related queries or issues.

Qualifications:

• Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines effectively.
• Excellent communication skills, both verbal and written, with the ability to interact professionally with diverse stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with database management systems or project management software.
• Attention to detail and accuracy in data entry, documentation, record-keeping, and timekeeping processes.
• Proactive problem-solving abilities and a willingness to learn and adapt in a dynamic work environment.
• Previous experience in an administrative support role or similar capacity, including timekeeping responsibilities, preferred.
• Industrial Experience is a plus.

Physical Requirements:

• Ability to perform administrative tasks while seated at a desk for extended periods.
• Occasional lifting of office supplies or equipment weighing up to 20 lbs.
• Ability to communicate effectively in the English language.