Administrative Assistant

Administrative Assistant/Project Associate

Egan Company is seeking a highly organized Administrative Assistant/Project Associate to support our Mechanical/Refrigeration team. In this role, you will act as a key operational partner, providing essential administrative and project support to ensure our team remains efficient and our projects run on schedule. If you are a proactive communicator who thrives in a collaborative, fast‑paced construction environment, we would love to have you on the team.

• Provide administrative and project support to the Mechanical/Refrigeration group by assisting with various day‑to‑day tasks
• Assist in scheduling meetings, pulling permits, and managing group and job documentation as needed
• Support the team with clerical tasks such as filing, scanning, copying, mass printings and mailings, and faxing
• Compose and edit letters, memos, reports, presentations and procedures
• Create proposal letters, and panel schedules using Microsoft Word or Google Docs and subcontract agreements as needed
• Complete pre‑qualification reports for contractors
• Handle education classes and training programs specific to the Mechanical/Refrigeration group, which includes but is not limited to helping set up classes, submitting and tracking registrations for attendees
• Assist with managing subcontractor document compliance
• Print plans as requested by project managers, engineers and field leaders
• Provide assistance with billing; may require working with Accounts Receivable/Billing to ensure all revenue is accurate
• Assist in material purchasing and supply chain management
• Credit card purchases of materials
• Assist in getting RMAs from vendors and assist with material returns
• Plan and coordinate group events – happy hour planning, food and beverage orders when requested
• Schedule and coordinate group meetings
• Manage filing system
• Assist with travel arrangements, when needed
• Monitor office supply levels and place orders to keep everything running smoothly
• Perform additional duties and assignments as requested/needed

• Minimum of 2 years’ experience in administrative or related office roles
• High school diploma or equivalent required
• Demonstrated reliability and ability to handle confidential information responsibly

• Comfortable managing busy periods, shifting priorities, and working effectively as part of a team and independently
• Proficient computer skills including Microsoft Office and/or Google Suite (Word, Excel and/or Google Docs, Google Sheets)
• Excellent written and verbal communication skills
• Ability to communicate effectively and partner with all levels of internal and external customers
• Strong focus on providing exemplary customer service
• Positive, upbeat attitude
• Excellent time management skills and the ability to prioritize work
• Strong sense of responsibility and attention to detail
• Able to work independently and as part of a team
• Strong work ethic, flexible, willingness to learn new things
• Excellent problem‑solving skills and creative mind with an ability to suggest improvements

• Primarily office‑based, Monday through Friday
• Capable of walking, standing, climbing stairs, and moving around the office for extended periods
• Ability to lift up to 30 pounds

Egan supports team members and their families with comprehensive benefits. From robust healthcare benefits and generous paid time off, to flexible working options and career growth opportunities, Egan is committed to providing a workplace that helps you thrive both personally and professionally.

• Health and Well‑being: in addition to medical, dental, vision insurance options, flexible spending accounts, life insurance, short‑term, or long‑term disability coverage, you're offered comprehensive mental healthcare and support for you and your family
• Retirement Plan: we offer robust retirement benefits with a 401(k) plan with company matching contribution and profit sharing
• Time‑Off Programs: to help you recharge you’ll enjoy a generous PTO program and paid holidays
• Professional Development: we support education or career growth by offering educational assistance and regular…