Administrative Assistant

Location: Maxwell

Description

We are looking for an Administrative Assistant to support a construction project team in Texas. This long-term Ccontract position is ideal for someone who enjoys keeping operations organized, communicating effectively with a wide range of stakeholders, and helping a busy site office run efficiently. The role combines day-to-day administrative coordination with meeting support, travel planning, office organization, and responsive assistance for project staff and visitors.

Responsibilities:

-Deliver courteous and detail-focused administrative support to the onsite construction team while fostering a welcoming experience for staff, clients, vendors, and visitors.

-Prepare and submit expense documentation for project leadership, ensuring records are accurate and completed on time.

-Coordinate essential site resources such as calendars, meeting spaces, parking arrangements, access credentials, and other project office materials.

-Maintain project organization tools, including team directories, seating layouts, and filing systems that allow documents to be stored and retrieved efficiently.

-Arrange travel plans, lodging, schedules, and related logistics for team members and project leaders as needed.

-Plan and support meetings by organizing details, preparing agendas, capturing notes, and distributing clear meeting minutes to participants.

-Respond to general office questions and administrative requests, escalating issues appropriately and helping resolve productivity-related onsite support needs in partnership with technical support teams.

-Work with project leadership to manage visitor procedures, assist with staff onboarding or site orientation activities, coordinate office supplies, and contribute to special projects or team events.

Requirements
-Previous experience in an administrative, office support, receptionist, or coordination role, preferably in a project-based environment.

-Ability to manage multiple priorities, maintain organized records, and handle time-sensitive tasks with strong attention to detail.

-Strong communication and customer service skills with the ability to interact effectively in person, by phone, and through email.

-Proficiency in data entry and general administrative office tasks, including scheduling, document preparation, and meeting coordination.

-Experience answering inbound calls and responding to routine inquiries in a detail-focused and efficient manner.

-Comfort working with project calendars, expense reporting, travel arrangements, and office supply coordination.

-Ability to support a fast-paced construction site office while maintaining confidentiality, sound judgment, and a positive team-oriented approach. Talent Match®

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