Administrative Assistant

Bishopric Industries; Evansville (IN); On-site; USD 57,308,000 - 65,904,000; Full time

Job summary

Enerfab in Evansville, IN is seeking an Administrative Assistant to support timekeeping, onboarding, billing and general office operations. This role reports to the Project Controls Lead and is the frontline presence at the front desk.

Ideal candidates have a high school diploma, proficiency with Microsoft Office, strong organizational and communication skills, and discretion handling confidential information.

Qualifications

• High school diploma or equivalent; additional qualifications in office administration are a plus.

Responsibilities

• Manage and maintain accurate timekeeping records for employees.
• Enter and update time and attendance data in the companys systems.
• Generate reports on time-related metrics as needed.
• Assist in onboarding for new employees and coordinate orientation sessions.
• Facilitate setup of new hires with required equipment and access.
• Provide support in billing processes, including preparing invoices and reconciling discrepancies.
• Respond to inquiries and provide information to employees and external partners.
• Manage and organize office documentation and files.
• Handle incoming calls and correspondence.
• Assist in scheduling appointments, meetings, and travel arrangements.
• Enter and update data in company databases and maintain organized records.
• Serve as the front desk presence for visitors and callers, greet guests, and manage mail and deliveries.
• Maintain conference room schedules and prep spaces for meetings.

Skills

Timekeeping

Onboarding

Billing

Administrative support

Calendar management

Data entry

Front desk

Communication

Organization

Education

High school diploma

Tools

Microsoft Word

Excel

Outlook

Job description

Title: Administrative Assistant

Division: Enerfab

Reports to: Project Controls Lead

Location: Evansville, IN

Hourly Rate: $20/hr. - $23/hr.

Enerfab has 125 years of experience providing fabrication, construction, and industrial services across the chemical, food & beverage, oil & gas, heavy industrial, data center, and power industries. Founded in 1901, Enerfab has grown into an industry leader recognized for its capabilities, strong safety culture, and commitment to quality. As part of Quanta Services (NYSE: PWR), Enerfab combines operational agility and craftsmanship with the resources and capabilities of a Fortune 200 infrastructure leader.

Responsibilities:

Timekeeping and Time Entry:

• Manage and maintain accurate timekeeping records for employees.
• Enter and update time and attendance data in the company's systems.
• Generate reports on time-related metrics as needed.

New Hire Onboarding:

• Assist in the onboarding process for new employees.
• Coordinate orientation sessions and ensure necessary paperwork is completed.
• Facilitate the setup of new hires with required equipment and access.

Billing Assistance:

• Provide support in billing processes, including preparing invoices and reconciling billing discrepancies.
• Collaborate with the finance department to ensure accurate and timely billing.

General Administrative Support:

• Respond to inquiries and provide information to employees and external partners.
• Manage and organize office documentation and files.
• Handle incoming calls and correspondence.

Calendar Management:

• Assist in scheduling appointments, meetings, and events for team members.
• Coordinate and arrange travel arrangements as needed.

Data Entry and Record Keeping:

• Enter and update various data in company databases.
• Maintain organized records and documentation.

Front Desk Presence

• Serve as the first point of contact for all visitors, clients, and employees entering the office
• Greet guests warmly and professionally; ensure they are comfortable and attended to while waiting for meetings
• Answer and direct all incoming phone calls promptly and courteously
• Manage the front desk and reception area to ensure a clean, organized, and welcoming environment
• Coordinate visitor check-in and communicate with internal staff to notify them of guest arrivals
• Handle incoming and outgoing mail and deliveries
• Maintain conference room schedules and ensure rooms are prepped for meetings as needed; maintain event space calendar requests.
• Uphold a professional and friendly demeanor that reflects the company’s culture and values

Other Tasks as Requested:

• Undertake additional administrative tasks and projects as requested by management.
• Flexibility to adapt to changing priorities and responsibilities.

Qualifications:

• High school diploma or equivalent; additional qualifications in office administration or related field is a plus.
• Proven experience as an administrative assistant or in a similar role.
• Proficient in Microsoft Office suite (Word, Excel, Outlook).
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Attention to detail and accuracy in work.
• Ability to handle sensitive and confidential information with discretion