Administrative Assistant - Construction Site

Alterman, Inc.; Austin (TX); On-site; USD 36,000 - 52,000; Full time

Job summary

Alterman, Inc. is seeking an Administrative Assistant to provide comprehensive support for the assigned group or department. The role emphasizes calendar management, meeting coordination, and handling confidential information with discretion.

The position requires strong organizational skills, proficiency in Microsoft Office, and the ability to balance multiple tasks while maintaining accuracy and professionalism. This on-site role supports daily office operations and data entry responsibilities.

Qualifications

• Strong organizational and time-management abilities are essential.
• Excellent verbal and written communication skills are required.
• High attention to detail and accuracy in all tasks.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential information with discretion.
• Ability to multitask and prioritize effectively.
• Capable of working independently and proactively.

Responsibilities

• Manage schedules and calendars for team members.
• Coordinate meetings, prepare agendas, and take minutes as needed.
• Answer phones, handle inquiries, and manage emails.
• Maintain filing systems and accessible documents.
• Draft and edit correspondence, reports, and documents.
• Order and maintain office supplies; ensure stock levels.
• Input data into databases and generate reports.
• Maintain accurate records and files.
• Serve as liaison between departments, clients, and partners.
• Other duties as assigned.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Confidential information handling

Multitasking

Independent work

Education

High school diploma

Office administration qualification

Tools

Microsoft Office

Job description

Overview

The Administrative Assistant will provide administrative support to ensure efficient operation of the assigned group, department, or individual. The Administrative Assistant will perform a variety of tasks, including managing schedules, coordinating meetings, handling confidential information, maintaining databases, and maintaining office supplies.

• 90%


• Provides general administrative support such as answering phones, handling inquiries, and managing emails.


• Maintains filing systems and ensures all documents are organized and easily accessible.


• Handles confidential information with discretion.


• Manages calendars for assigned team members, scheduling appointments and meetings as needed.


• Coordinates and organizes meetings, including preparing agendas and taking meeting minutes when required.


• Acts as a liaison between departments, clients, and external partners.


• Drafts and edits correspondence, reports, and other documents as needed.


• Orders and maintains office supplies, ensuring adequate stock levels.


• Inputs data accurately into various databases and systems and runs reports.


• Maintains accurate records and files.


• Performs other duties as assigned. 10%

Overview

The Administrative Assistant will provide administrative support to ensure efficient operation of the assigned group, department, or individual. The Administrative Assistant will perform a variety of tasks, including managing schedules, coordinating meetings, handling confidential information, maintaining databases, and maintaining office supplies.

Essential Functions

• 90%


• Provides general administrative support such as answering phones, handling inquiries, and managing emails.


• Maintains filing systems and ensures all documents are organized and easily accessible.


• Handles confidential information with discretion.


• Manages calendars for assigned team members, scheduling appointments and meetings as needed.


• Coordinates and organizes meetings, including preparing agendas and taking meeting minutes when required.


• Acts as a liaison between departments, clients, and external partners.


• Drafts and edits correspondence, reports, and other documents as needed.


• Orders and maintains office supplies, ensuring adequate stock levels.


• Inputs data accurately into various databases and systems and runs reports.


• Maintains accurate records and files.


• Performs other duties as assigned. 10%

Education And Experience

• High school diploma required. Additional qualifications in office administration or a related field would be beneficial.


• Previous experience in an administrative role is preferred.

Skills/Abilities

• Strong organizational and time-management skills.


• Excellent verbal and written communication skills.


• Strong attention to detail and accuracy.


• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).


• Able to handle confidential information with discretion.


• Able to multitask and prioritize tasks effectively.


• Able to work independently and proactively.

Work Environment

• Construction site environment/job site trailer with some local travel required.

Physical Demands

• Prolonged periods of sitting at a desk and working on a computer.


• Must be able to lift up to 10 pounds at times.