Bilingual Administrative Assistant – Construction Ops

Apex Building Company; Nashville (TN); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Competitive pay

Tools and equipment provided

Paid Time Off

Paid Holidays

Comprehensive insurance benefits

Retirement Benefits

Complete training and orientation

Supportive, family oriented team

Job summary

Apex Building Company in Nashville, TN is seeking an Administrative Assistant to support waterproofing operations, project teams, and leadership. You will help ensure project documentation, equipment tracking, compliance, and administrative workflows run smoothly across all branches.

The ideal candidate is organized, proactive, and comfortable in a fast-paced construction environment where accuracy, follow-through, and clear communication are essential.

Qualifications

• Prior administrative experience in construction or related industry preferred.
• Strong organizational skills to manage multiple priorities in a fast moving environment.
• Proficiency with Microsoft Office Suite; ability to learn construction specific software and platforms.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Download, organize, and distribute bid documents and project folders to support estimators and project managers.
• Maintain rental equipment logs, ensuring accurate tracking of usage, returns, and billing alignment.
• Track Apex owned equipment and tools, including assignments, condition updates, and inventory accuracy.
• Manage insurance documentation, including COIs, subcontractor compliance, and project specific insurance requirements.
• Coordinate badging requirements for jobsite access, ensuring timely submission and compliance with GC and site protocols.
• Assist with project closeouts, including warranties, O&M manuals, and required documentation for waterproofing scopes.
• Support job setup, including budgets, job information sheets, folder creation, and internal routing for new waterproofing projects.
• Provide administrative support to the Director of Operations and Office Manager, including scheduling, follow ups, document preparation, and task management.
• Serve as the primary office receptionist, answering phones, routing calls, and greeting visitors with professionalism.
• Manage Center Card compliance, ensuring employees properly code and upload receipts for the branches they support.
• Monitor Verizon fleet and truck assignments, tracking updates, device needs, and changes across field teams.
• Assist with marketing initiatives, including event coordination, photography, social media support, and promotional materials.
• Support business development events, including logistics, preparation, and follow up.
• Manage Apex swag inventory, including ordering, distribution, and event specific needs.

Skills

Strong organizational skills

Excellent verbal and written коммуника

Tools

Microsoft Office Suite

Job description

Apex Building Company in Nashville, TN is seeking an Administrative Assistant to support waterproofing operations, project teams, and leadership. You will help ensure project documentation, equipment tracking, compliance, and administrative workflows run smoothly across all branches.

The ideal candidate is organized, proactive, and comfortable in a fast-paced construction environment where accuracy, follow-through, and clear communication are essential.