Administrative Assistant Bilingual (English/Spanish) - Nashville Branch

Administrative Assistant Job Summary

The Administrative Assistant plays a critical role in supporting Apex’s waterproofing operations, project teams, and leadership. This position ensures that project documentation, equipment tracking, compliance requirements, and administrative workflows run smoothly across all branches. The ideal candidate is organized, proactive, and comfortable working in a fast paced construction environment where accuracy, follow through, and communication is essential.

Job Responsibilities

• Download, organize, and distribute bid documents and project folders to support estimators and project managers.
• Maintain rental equipment logs, ensuring accurate tracking of usage, returns, and billing alignment.
• Track Apex owned equipment and tools, including assignments, condition updates, and inventory accuracy.
• Manage insurance documentation, including COIs, subcontractor compliance, and project specific insurance requirements.
• Coordinate badging requirements for jobsite access, ensuring timely submission and compliance with GC and site protocols.
• Assist with project closeouts, including warranties, O&M manuals, and required documentation for waterproofing scopes.
• Support job setup, including budgets, job information sheets, folder creation, and internal routing for new waterproofing projects.

Administrative & Executive Support

• Provide administrative support to the Director of Operations and Office Manager, including scheduling, follow ups, document preparation, and task management.
• Serve as the primary office receptionist, answering phones, routing calls, and greeting visitors with professionalism.
• Manage Center Card compliance, ensuring employees properly code and upload receipts for the branches they support.
• Monitor Verizon fleet and truck assignments, tracking updates, device needs, and changes across field teams.

Marketing & Business Development Support

• Assist with marketing initiatives, including event coordination, photography, social media support, and promotional materials.
• Support business development events, including logistics, preparation, and follow up.
• Manage Apex swag inventory, including ordering, distribution, and event specific needs.

Job Qualifications

• Prior administrative experience in construction or a related industry preferred.
• Strong organizational skills with the ability to manage multiple priorities in a fast moving environment.

• Proficiency with Microsoft Office Suite; ability to learn construction specific software and platforms.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Professional, dependable, and comfortable interacting with field staff, leadership, and external partners.

Key Competencies

Detail oriented with strong follow through

Ability to support multiple departments and shifting priorities

Strong customer service mindset

Proactive problem solver

Team oriented with a positive, professional attitude

Comfortable working in a construction driven environment

With over 15 years of substantial growth, increased visibility, and expanding opportunity, Apex Building Company is a highly regarded leader in construction services. We pride ourselves on a company culture rooted in trust, integrity, professionalism, excellence, and we approach every challenge with fairness, good judgement, and common sense. Our team is made up of skilled, dedicated professionals who deliver high quality solutions in insulation, waterproofing, spray fireproofing, spray foam insulation, and restoration services to our customers.

If you’ve got what it takes, we’ll provide the rest:

• Competitive pay
• Use of company tools and equipment provided for your role
• Paid Time Off
• Paid Holidays
• Comprehensive insurance benefits, including Medical, Dental, Vision, and Supplemental coverage
• Retirement Benefits
• Complete training and industry orientation to help you succeed
• Supportive, family oriented team that values hard work, professionalism, and camaraderie

If you’re committed, dependable, and looking to join an organization you can be proud of, we’d love to talk to you!

Apex Building Company participates in the E Verify Employment Verification Program and requires all final candidates to successfully complete a criminal background check prior to employment.