Administrative Assistant - Construction Admin

Nisga'a CIOPS; Philadelphia (Philadelphia County); On-site; USD 42,221 - 60,133; Full time

Benefits offered by this job

Comprehensive benefits package

401(k) plan with company matching

Paid time off

Professional development opportunities

Job summary

A government service organization in Philadelphia seeks an Administrative Assistant to provide essential support for daily operations. This role includes coordinating office activities, handling correspondence, scheduling meetings, and maintaining confidential documents. Candidates must have a High School Diploma and at least four years of relevant experience in construction or facility environments. A robust benefits package is offered, including health insurance and retirement plans.

Qualifications

• At least 4 years of related experience.
• Ability to obtain and maintain DOJ/BOP background investigation.
• Experience in construction or facilities environments is a must.

Responsibilities

• Oversee general office coordination.
• Maintain office calendar and confidentiality.
• Coordinate meetings and document preparation.
• Interact with clients, vendors, and visitors.

Skills

Effective customer service skills

Excellent communication skills

Problem-solving skills

Dependability

Education

High School Diploma

Tools

Microsoft Office

QuickBooks

Job description

Overview

Nisga'a CIOPS provides hands‑on experienced services to civilian and DoD programs worldwide. Delivering highly skilled, cleared personnel who provide services on five continents for a portfolio of customers.

Summary

The Administrative Assistant provides comprehensive administrative and clerical support to ensure the efficient operation of the office. This role supports management and staff through scheduling, correspondence, document preparation, record‑keeping, and coordination of meetings and communications.

Responsibilities

• Oversee all aspects of general office coordination
• Maintain office calendar to coordinate workflow and meetings
• Maintain confidentiality in all aspects of client, staff and agency information
• Monitor and assist with maintenance of the organization’s website
• Interact with clients, vendors and visitors
• Answer telephones and transfer to appropriate staff members
• Open, sort and distribute incoming correspondence, including faxes and email
• Sign for and distribute UPS/FedEx or similar delivered packages
• Prepare responses to correspondence containing routine inquiries
• Perform general clerical duties to include, but not limited to, bookkeeping, copying, faxing, mailing and filing
• File and retrieve organizational documents, records and reports
• Coordinate and maintain records for staff, office space, telephones, parking, company debit card and office keys
• Coordinate and direct office services, such as records, budget preparation, personnel and housekeeping
• Create and modify documents such as invoices, reports, memos, letters and financial statements using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, QuickBooks or other programs
• May conduct research, compile data and prepare papers for consideration and presentation to the Executive Director, staff and Board of Directors
• Set up and coordinate meetings and conferences
• Prepare agendas and make arrangements for committee, Board or other meetings
• Interact with the organization’s Board of Directors
• Attend Board, committee meetings or other meetings as requested in order to record minutes
• Compile, transcribe and distribute minutes of meetings
• Make travel arrangements for staff, board and volunteers
• Collect and maintain inventory of office equipment and supplies
• Research, price and purchase office furniture, equipment and supplies
• Arrange for the repair and maintenance of office equipment
• Support staff in assigned project‑based work
• May supervise volunteers and other support personnel
• Assists in special events, such as fundraising activities and the annual meeting
• Assist with overall maintenance of the organization and its offices
• Other duties as assigned by Executive Director

Qualifications

• Effective customer service skills
• Excellent communication, business analytical and problem‑solving skills
• The ability to set priorities and juggle multiple demands
• The ability to work as a team member and as an individual working in a fast‑paced environment
• Dependability and punctuality for work every day

Minimum Qualifications

• High School Diploma
• Minimum 4 (four) years of related experience
• MUST have experience supporting construction, facilities, building systems upgrades, or renovation projects in one of the following environments:
• Federal facilities
• Commercial construction
• Secure or highly regulated environments
• Ability to obtain and maintain DOJ/BOP suitability, background investigation, and facility access as required

Preferred Qualifications

• Experience supporting Building & Facilities operations within the Federal Bureau of Prisons (BOP) Highly preferred.
• Prior Executive Assistant or senior‑level administrative support experience in a construction or facilities environment.
• Experience working within correctional institutions or other secure federal environments.

Pay And Benefits

The Hourly Pay Rate for this position is: $37.15

At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax‑deferred savings options, supplementary benefits, paid time off, and professional development opportunities.