Job Title: Administrative Assistant

Job Description

We are seeking a dedicated Administrative Assistant to join our team. This role requires a high level of confidentiality and professionalism. The ideal candidate will be responsible for organizing mail, shipping out samples, managing parking passes, ordering office supplies, scheduling management, conference room scheduling, and catering lunch for the team. You must be able to communicate clearly and concisely in both written and oral form, work independently, and organize complex clerical tasks. Flexibility and adaptability in various situations are essential, as is the ability to meet strict timelines and perform multiple tasks efficiently.

Responsibilities

• Maintain a high level of confidentiality and commitment to professionalism.
• Organize mail and run to UPS to ship out samples.
• Manage parking passes.
• Order office supplies.
• Schedule management tasks and conference room bookings.
• Cater lunch for the team.
• Communicate clearly and concisely in both written and oral form.
• Work independently and organize complex clerical tasks.
• Meet strict timelines and perform multiple tasks.
• Demonstrate cost consciousness.
• Proficiency in office technology & software (CMiC, Office 365, Microsoft Office, Bluebeam, etc.).
• Track all field safety documents for job site team on multiple projects.
• Scan and log all subcontractor-required documents for multiple projects (e.g., Daily Reports, Pre-Task Plan sheets).
• Assist Field Staff with correct coding and submitting expense vouchers.
• Assist with subcontractor bidding lists when available.
• Perform various data entries as needed.
• Communicate positively, effectively, and professionally with staff, vendors, subcontractors, and visitors.
• Perform other duties as assigned.

Essential Skills

• 2 to 3 years of office admin/management experience.
• Proficiency in ordering lunch and supplies.
• Subcontracts support and data entry skills.
• Strong organizational skills with attention to detail.
• Excellent time management skills and ability to prioritize work.

Additional Skills & Qualifications

• Strong proficiency in Google or Microsoft Office Suite.
• Experience in coordinating meals for the team.
• Comfortable wearing multiple hats in a fast-paced environment.

Work Environment

The position is based in Manassas, with working hours from Monday to Friday, either 8am to 5pm or 7am to 4pm. The work environment is an office trailer setting, providing a dynamic and collaborative atmosphere.