Administrative Assistant

Position Summary

We are seeking a detail-oriented Administrative Assistant to support our project management, construction, and sales operations. This role is ideal for candidates with experience in office administration, construction coordination, or project support who thrive in fast-paced environments.

This position plays a critical role in maintaining project documentation, office operations, data entry, and communication across teams.

Key Responsibilities

Administrative & Project Coordination

• Support the Project Manager and the State Sales Director with administrative tasks
• Maintain project files: contracts, permits, invoices, change orders, closeouts
• Assist with project lifecycle documentation and tracking
• Coordinate permit paperwork and compliance documentation

Office Administration

• Manage mail, office supplies, inventory, and workspace organization
• Coordinate office equipment maintenance and vendor services
• Maintain clean, organized, and efficient office operations

Data Entry & Reporting

• Perform accurate data entry in Excel, CRM systems, and internal tools
• Generate reports, logs, and project tracking updates
• Assist with project and sales reporting

Accounts Payable & Logistics Support

• Assist with invoice processing and documentation review
• Track deliveries, match packing slips to purchase orders
• Identify and communicate discrepancies in shipments or billing

Customer & Vendor Communication

• Respond to and route customer/vendor inquiries
• Support coordination between departments, vendors, and clients

Additional Duties

• Run occasional business errands (valid driver’s license required)
• Submit expense reports with proper coding and documentation
• Support special projects and administrative initiatives

Required Skills & Abilities

• Strong organizational, multitasking, and time-management skills
• Excellent communication and customer service skills
• High attention to detail and accuracy in documentation and data entry
• Ability to prioritize tasks in a fast-paced environment
• Self-motivated with a proactive, problem-solving mindset
• Professional demeanor and reliability

Technical Qualifications

• Microsoft Office (Excel, Word, Outlook, Teams, PowerPoint)
• Data entry and document management systems
• Typing speed: 50 WPM preferred

Minimum Qualifications

• High school diploma or GED
• 3 years of administrative or office experience
• Experience in construction, logistics, or warehouse environments preferred
• Valid driver’s license

Benefits

• 401(k) matching up to 4%
• Paid Time Off (PTO)
• Medical Insurance
• Employer-paid Dental & Vision Insurance (employee dependents)
• Employer-paid Life & AD&D Insurance
• Employee discounts (Arctic Home Living, Alaska EcoWater, Renewable Energy Systems)

Why Join Us?

• Growing company in the renewable energy and construction industry
• Career growth opportunities in project management and operations
• Collaborative, team-oriented culture
• Work on meaningful projects that impact Alaska communities