Administrative Assistant

Egan Company; Champlin (MN); On-site; USD 33,062 - 45,460; Full time

Benefits offered by this job

Health insurance

401(k) plan with company matching

Paid time off

Professional development

Parental leave

Job summary

Egan Company is seeking an Administrative Assistant/Project Associate to support our Mechanical/Refrigeration team. You will provide essential administrative and project support to keep our projects on schedule and our team organized.

Responsibilities include scheduling meetings, managing documents, assisting with billing, and coordinating travel. You’ll also help with planning group events and maintaining filing systems. A proactive communicator thrives in our fast-paced environment.

Qualifications

• Minimum of 2 years in administrative or related roles.
• Ability to handle confidential information responsibly.
• Proficient with MS Office and Google Suite.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills.

Responsibilities

• Provide administrative and project support to the Mechanical/Refrigeration group.
• Assist in scheduling meetings and managing documentation.
• Handle clerical tasks such as filing, scanning, mailings, and faxing.
• Compose and edit letters, memos, reports, presentations and procedures.
• Create proposal letters and panel schedules using Word or Google Docs; manage subcontract agreements.
• Complete pre-qualification reports for contractors.
• Assist with education classes and training programs for the group.
• Support subcontractor document compliance and print plans for PMs/engineers.
• Provide billing assistance and collaborate with AR/Billing.
• Assist in material purchasing and supply chain management.
• Plan and coordinate group events, meetings, and travel.
• Monitor office supplies and maintain filing systems.
• Perform additional duties as needed.

Skills

Administrative support

Microsoft Office

Google Workspace

Communication

Time management

Teamwork

Detail orientation

Scheduling

Billing support

Document management

Education

High school diploma

Tools

Microsoft Word

Google Docs

Google Sheets

Microsoft Excel

Job description

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.

Responsibilities:

• 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

Requirements:

• 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

Qualifications:

• 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

Working Conditions:

• 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

Benefits, Perks and Pay Beyond the Industry Standard

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 learning and development opportunities
• Paid Parental Leave: utilize parental leave which allows for paid time off with a new child
• Rewards and Incentives: we recognize your contributions through additional rewards or compensation that may include an annual discretionary bonus, lead incentive program, and safety buck program
• Community Involvement: our “Beyond the Jobsite” program supports causes in the communities in which we live and work through regular volunteer events to connect with each other and help those in need

The benefits information listed above may not apply to union positions (benefits for union roles are governed by applicable collective bargaining agreements) nor part‑time and temporary roles. View more information online about Egan’s investment in benefits for you.

Hourly Range: $23.62 to $32.93 (subject to such factors as experience, education, and/or skill set) plus potential annual discretionary bonus.

Strong Culture Built on Values and Keeping Promises

At Egan, you’ll be part of a team that shares a passion for redefining the industry by setting a new standard of customer care. Together, we'll promote teamwork, embrace innovation, act with integrity, pursue growth, and prioritize safety. You’ll have the opportunity to grow and develop in a company committed to providing the growth and success you're looking for, both for yourself and for the customers you serve. You’ll love being part of success shaped by the strength of our team, which is enhanced by:

• Solid history as a legacy leader in specialty contracting and system integration for over 80 years
• Private ownership and operations by employees who work in the company (not a holding company or private equity firm)
• Engaging leadership who prioritizes your safety, your development, and your impact
• A proven track record of employee retention and loyalty

From general contractors and architects to building owners and facility engineers, Egan collaborates throughout the entire construction or project process with the shared goal of maintaining best‑in‑class relationships with our internal teams, customers, and business partners. At over 1,000 employees occupying our offices and work sites, we aim to ensure every project is done with quality craftsmanship, integrity, and an aggressive commitment to safety. In fact, we’re proud to be recognized as one of America's Safest Companies for recurring years.

Application Instructions and Employment Practices

Egan Company will not discriminate against or harass any employee or application for employment because of race, color, creed, religion, national origin, sex (including pregnancy, gender identity, sexual orientation), disability, age, genetic information (including family medical history), veteran status, marital status, familial status, local human rights commission activity, or status with regard to public assistance.

We do not accept application materials by mail or email except as a reasonable accommodation for qualified disabled applicants. Individuals who are unable to use our online process due to a disability should email [e-mail] .

Creating and maintaining a safe and drug‑free working environment is important to all of us. Employment with Egan requires successful completion of a pre‑employment drug screening. We also participate in E‑Verify.

Egan reserves the right to hire any individual without legal or financial obligation on unwanted solicitations. Any resume submitted to any employee of Egan without a prior signed search agreement will be considered unsolicited and the property of Egan.

No agency emails, calls, or solicitations will be accepted without a valid agreement.