Administrative Assistant

Brent Scarbrough & Company is a heavy civil construction company hiring an Administrative Assistant to support our Risk Management department by helping maintain accurate vendor compliance records, insurance documentation, and related administrative files. This role is ideal for a dependable, detail-oriented individual with strong organizational skills, solid basic Excel knowledge, and an interest in learning vendor compliance, insurance tracking, and construction risk management processes.

• Assist with collecting, reviewing, organizing, and tracking vendor compliance documentation, including certificates of insurance, W-9 forms, contracts, safety documents, and other required records.
• Maintain vendor compliance logs, spreadsheets, and electronic files to help ensure information is accurate, complete, and up to date.
• Use Microsoft Excel to enter data, update tracking reports, sort and filter vendor lists, and identify missing or expired documentation.
• Communicate with vendors, subcontractors, insurance agents, and internal team members to request missing documents, clarify requirements, and follow up on outstanding items.
• Support the Risk Management department with insurance certificate tracking, compliance status updates, and documentation needed for project or vendor approval.
• Assist with reviewing incoming documentation for completeness, correct company information, expiration dates, coverage limits, and other basic compliance requirements.
• Prepare and maintain organized electronic and paper records in accordance with company procedures.
• Help generate routine reports, status updates, and compliance summaries for management or project teams.
• Maintain confidentiality of company, vendor, subcontractor, employee, and project information.
• Perform other administrative duties and special projects assigned by the Risk Management department.

• High school diploma or equivalent required.
• 2-5 years of administrative, clerical, data entry, compliance support, insurance support, or construction office experience preferred.
• Solid basic knowledge of Microsoft Excel, including entering and updating data, formatting spreadsheets, sorting and filtering information, and using basic formulas.
• Basic computer skills, including Microsoft Word, Outlook, file management, and general data entry.
• Strong attention to detail and ability to identify missing, incomplete, or inconsistent information.
• Strong written and verbal communication skills, including the ability to follow up professionally with vendors, subcontractors, insurance agents, and internal team members.
• Ability to organize documents, maintain accurate records, and manage multiple follow-up items at one time.
• Ability to prioritize tasks, meet deadlines, and work in a fast-paced construction office environment.
• Willingness to learn vendor compliance requirements, insurance documentation, construction terminology, and Risk Management department procedures.
• Ability to work independently and as part of a team.

• Prior experience in construction, contractor, insurance, risk management, compliance, accounting, or service-based office environment.
• Familiarity with vendor onboarding, certificates of insurance, W-9 forms, contracts, subcontractor documentation, or compliance tracking.
• Experience maintaining spreadsheets, tracking logs, or document management systems.
• Experience using construction management, vendor management, compliance tracking, or document management software is a plus but not required.