Construction Operations Administrative Assistant

IA Mechanical is an industrial boiler and mechanical contractor working across many sectors providing expertise in boiler maintenance, boiler repair, boiler replacement and retrofitting equipment. Our teams work at plants nationwide in industries like pulp and paper, power generation, petrochemicals, cement, mining and minerals.

Position Summary

The Construction Operations Administrative Assistant provides critical administrative and operational support to the construction operations team. This role serves as a central coordination point between field crews, project managers, vendors, and internal departments to ensure projects run efficiently, documentation is accurate, and operational workflows remain organized and compliant. The ideal candidate is detail-oriented, proactive, and comfortable working in a fast-paced environment with shifting priorities. This position requires working on site at our office in Cumming, GA. Only local candidates will be considered!

RESPONSIBILITIES:

• Provide administrative support to VP of Ops, Operations Manager and Project Managers
• Maintain project files, including contracts, change orders, certifications, and compliance records
• Support scheduling of crews, equipment, and subcontractors as directed
• Work with accounting rep to track job costs, purchase orders, and operational paperwork

• Serve as a liaison between field personnel and office teams
• Manage documentation related to projects, vendors, employees, subcontractors.
• Track timecards, daily reports, and production logs from job sites
• Assist in coordinating onboarding paperwork for field employees and subcontractors
• Assist with safety documentation, training records, and compliance tracking (OSHA, MSHA, site-specific requirements)

Vendor & Subcontractor Support

• Assist with vendor setup, insurance verification, and compliance documentation
• Process invoices, lien waivers, and purchase orders in coordination with accounting
• Communicate with vendors and subcontractors regarding documentation and scheduling needs

Administrative & Reporting Duties

• Prepare reports, spreadsheets, and presentations related to operations performance
• Maintain organized electronic and physical filing systems
• Answer phones, manage emails, and route operational inquiries appropriately
• Support meetings by preparing agendas, materials, and notes

REQUIRED SKILLS & EXPERIENCE:

• High school diploma or equivalent (associate’s degree preferred)
• 2 years of administrative experience, preferably in construction or a related industry
• Strong organizational and time-management skills
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Ability to handle confidential information with discretion
• Excellent written and verbal communication skills

Preferred Qualifications

• Experience working in a construction, industrial, or field-based environment
• Familiarity with construction documentation, job costing, and project workflows
• Basic understanding of safety compliance requirements (OSHA/MSHA)

Key Competencies

• Detail-oriented with strong follow-through
• Ability to prioritize tasks in a fast-paced environment
• Strong interpersonal skills and ability to work with field and office teams
• Problem-solving mindset and proactive approach
• Dependable, professional, and team-oriented

What’s in it for You?

• W2 Employment with competitive salary range of $60,000 - $70,000 per year
• Comprehensive benefits package for eligible employees
  • 401K matching
  • Health, Dental, Vision, PTO, Holiday Pay and more
• Continuing education and training available
• Advancement and career growth opportunities
• Work in a modern, upgraded office INCLUDING daily breakfast and lunch prepared by our executive chef!

IA Mechanical is an industrial boiler and mechanical contractor working across many sectors providing expertise in boiler maintenance, boiler repair, boiler replacement and retrofitting equipment. We specialize in plant maintenance, electrical services, boiler and vessel repair, silo repairs, chute demolition and installation, pumps, motors, and conveyor belt systems. Find out more at iamechanical.com