Administrative Assistant

ViziRecruiter,LLC.; Charlotte (NC); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Comprehensive benefits

Career training and support

Job summary

A leading construction firm is seeking an Administrative Assistant for Field Operations in Charlotte, NC. This role supports operational functions and safety compliance, requiring strong organizational skills and advanced proficiency in Excel. Candidates should have 1-3 years of administrative experience, ideally in a construction setting. Responsibilities include data management, scheduling, and reporting. The position offers a collaborative environment with opportunities for professional development and comprehensive benefits.

Qualifications

• 1–3 years of administrative experience, preferably in construction.
• Exceptional command of Excel, including advanced functions.
• Proficient in technical writing, editing, and proofreading.

Responsibilities

• Coordinate and schedule meetings for the Field Operations Manager.
• Manage critical data entry for safety compliance.
• Generate detailed reports using Smart Sheet and Excel.

Skills

Organizational skills

Problem solving

Communication skills

Technical writing

Education

High school diploma or GED

Tools

Microsoft Office Suite

Smartsheet

Adobe Acrobat Professional

Job description

Introduction

McKenney’s has been going strong for more than seven decades. Our culture values people and ideas, and we work together to deliver the most innovative solutions to our customers. We help you grow in your career through training and support, and as an equal opportunity employer, we provide comprehensive benefits and give you a firm foundation for the future.

Overview

The Administrative Assistant for Field Operations and Safety Compliance is a key team member responsible for managing and supporting the administrative functions, initiatives, and data management for the Charlotte Field Leadership (Manager and Supervisors) and the broader Safety Team. This role requires exceptional organizational skills, advanced data proficiency, and a serious commitment to accuracy, particularly regarding operational metrics and regulatory safety documentation.

Responsibilities

Field Operations & Leadership Support

• Coordinate and schedule meetings, manage calendars, and ensure timely follow-up for the Manager of Field Operations and Field Ops Supervisors.
• Support the logistics and planning for large group events, outings, celebrations, training sessions, and internal/external meetings.
• Maintain open and effective communication with all internal groups within the Division and Company.
• General Administrative duties as needed, utilizing time productively, maximizing efficiency, and meeting challenging work goals.

Safety Data Management

• Manage critical data entry and maintenance for safety compliance, including:
• Crane Lift Entries, Field Visit Reports, and RECs (Risk Evaluation Checklists).
• Generate and issue Training Cards for in-house certifications (e.g., Forklift, Lull).
• Assist in responding to project prequalification requests, compiling required safety statistics, and program materials.
• Process SLCP (Safety Loss Control Program) and SDS (Safety Data Sheet) requests as needed.
• Maintain the Safety OneDrive and track inventory for safety signage, supplies (PTP, RECs), and tools (safety cage & supply closet).

Financial and Vendor Administration

• Support the Manager of Field Operations in the preparation and tracking of the Field Ops Budget and monthly expense reports.
• Generate Purchase Orders (POs) for approved supplies, services, and incentives (e.g., White Cap, Jack Nadel).
• Manage credit card reconciliation for departmental purchases.
• Process expense reports for reimbursements.
• Mange and process gift cards, along with coordinating with the admin gatekeeper on cards.
• Resolve problem invoices within the invoice system (e.g., DocLink) and serve as the main point of contact for key vendors.

Reporting, Communication, and Data Analysis

• Generate detailed reports in Smart Sheet, Excel, Word, and other similar programs to support operational and safety initiatives.
• Utilize advanced skills in Microsoft Excel (e.g., pivot tables, various functions, and shortcuts) for data analysis and reporting.
• Proficiently develop high-quality presentations and reports using PowerPoint, Prezi, or similar programs.
• Assist in developing and delivering internal and external communications to Local Unions, Field Leaders, Customers, Vendors, and Suppliers.
• Maintain positive and effective relationships with clients, vendors, and the internal team.
• Perform note-taking during management meetings and generate a report for distribution.

Requirements

Education and Experience

• High school diploma or GED required.
• 1–3 years of experience in an administrative position, preferably in construction or a related industrial field.
• At least one year of experience in technical writing, editing, and proofreading.
• Basic understanding of business budget processes.
• Proficient in the Microsoft Office Suite (Outlook, PowerPoint, Excel, and Word).
• Exceptional command of Excel, including advanced functions, and Adobe Acrobat Professional.
• Proficient in the use of Smartsheet for reporting and tracking.
• Computer savvy and capable of quickly learning new software, processes, and programs.

Knowledge, Skills, and Abilities

• Organizational Mastery: Highly detail-oriented with strong organizational skills; ability to prioritize work, handle multiple tasks, and meet challenging deadlines.
• Problem Solving: Able to solve problems using critical thinking skills, displaying patience, and a detail-oriented approach.
• Communication: Excellent communication skills—both written and verbal and excellent note-taking skills.
• Independence & Teamwork: Ability to perform independently with minimum supervision; must be flexible and able to identify opportunities to offload duties to benefit the team.
• Integrity & Professionalism: Well-developed sense of judgment; ability to maintain customer and employee trust and protect operations by keeping confidential information. Must possess an exceptional work ethic, uphold company values, and maintain a professional appearance.

PREFERRED REQUIREMENTS

• Experience specifically as a construction administrative assistant.
• Microsoft Excel Certified.
• Smart Sheet Product or Solution Certification.
• Experience with accounting software.
• Field experience with sheet metal, piping, or plumbing systems.

WORKING CONDITIONS AND PHYSICAL EFFORTS

• Work is normally performed in a typical interior/office environment
• No or very limited exposure to physical risk.
• Physical effort is required to lift up to 50lbs.