Administrative Assistant

Senior Recruitment Advisor at PTS Advance - Power & Renewables Overview

Position Overview

This role supports the Operations Department by assisting with proposal generation, job setup, and the coordination of office procedures and special projects. The position is responsible for ensuring smooth departmental operations through accurate documentation, data entry, and communication with internal teams.

• Read contracts and complete bid review forms with required proposal information.
• Develop and maintain a list of submittals.
• Generate necessary documents and complete required forms.
• Set up awarded job budgets in Irby’s database system.
• Assist the Bidding Coordinator with data entry, tracking, and pricing sheet setup in Excel.
• Maintain and organize electronic shared files.
• Make copies of data and records as needed.
• Handle incoming and outgoing mail.
• Monitor Irby’s bid inbox, download documents, assign bid numbers, log bids, and coordinate with field teams.
• Manage pricing sheets, upload documents to customer sites, and ensure general document control.
• Participate in special projects as assigned and provide support across the department.
• Adhere to company policies while conducting business.

• Proficiency in Excel and strong data entry skills.
• Detail-oriented, organized, and able to work under pressure.
• Knowledge of Microsoft Office (Word, Project, Visio, Access, PowerPoint) and experience with Adobe Writer.
• Knowledge of office processes and practices.
• High school diploma required; associate degree or certification preferred.
• At least three years of experience in a similar role; excellent written and verbal communication skills.
• Must be adaptable and able to work independently.
• Bachelor’s degree is not required but preferred.

• Must be able to lift and handle materials up to 50 pounds unassisted. Ability to lift files, open filing cabinets, and bend or stand as necessary.
• Must be a self-starter who can manage multiple priorities with a high level of accuracy.
• Will be trained and cross-trained within the department.
• The standard work schedule is 40 hours per week, with occasional late hours to meet bid deadlines.

• Entry level

• Full-time

• Administrative, Project Management, and Finance

• Construction, Building Construction, and Engineering Services