Fabrication Administrative Assistant

Andy J. Egan Co.; Grand Rapids (MI); On-site; USD 42,000 - 54,000; Full time

Job summary

Andy J. Egan Co. in Grand Rapids, MI is seeking an Administrative Assistant to support the Fabrication Department.

This role involves assisting with bids, tracking documents, and coordinating submittals and RFIs to keep fabrication projects on schedule. The successful candidate will work closely with project managers and fabrication staff, balance multiple priorities, and maintain accurate records from bid through completion.

Qualifications

• Highly organized and dependable
• Detail-oriented with ability to manage multiple projects
• Proficient in Microsoft Excel and Microsoft 365 with strong customer service and communication skills

Responsibilities

• Initialize estimates and manage documents throughout the bid process
• Maintain department bid schedules and manage opportunities within BuildingConnected
• Assist with job initialization and review contract details for proper setup
• Organize and maintain job folders and document control systems
• Process and track subcontracts, change orders, submittals, and RFIs
• Maintain billing schedules and process billings according to contract requirements
• Run weekly accounting and project reports
• Enter daily timesheets
• Assist with maintaining welder qualifications and continuity records
• Coordinate project documentation, shipments, and administrative tracking
• Monitor project schedules, milestones, and critical deadlines
• Communicate with project managers, fabrication staff, vendors, and customers
• Work closely with the Fabrication Administrator to support fabrication project managers, the Quality Manager, and fabrication foremen.

Job description

Are you the person who color-codes your calendar, catches mistakes before anyone else sees them, and gets satisfaction from keeping complex projects on track? If so, we want to meet you.

About Us

Since 1919, Andy J. Egan Co. has been the mechanical contractor that West Michigan construction managers and building owners depend on for the highest quality work. We are dedicated to hiring individuals who understand the importance of safety, demonstrate integrity in all aspects of their lives, are passionate about what they do, and are committed to providing value to our customers.

We're also proud to be recognized among the nation's and West Michigan's Best and Brightest Companies to Work For, earning multiple Elite and "Best of the Best" honors for our workplace culture and employee experience.

The Opportunity

We are seeking a highly organized and detail-oriented Administrative Assistant to support our Fabrication Department. This is not a routine administrative role. One day you may be assisting with a bid that requires immediate attention, while the next you'll be tracking billings, submittals, RFIs, and project documentation for fabrication projects that span months or even a year.

You'll play a critical role in supporting project managers, fabrication leadership, quality personnel, and field operations while helping keep projects moving from bid through completion.

What You'll Do

• Initialize estimates and manage documents throughout the bid process
• Maintain department bid schedules and manage opportunities within BuildingConnected.
• Assist with job initialization and review contract details for proper setup.
• Organize and maintain job folders and document control systems.
• Process and track subcontracts, change orders, submittals, and RFIs.
• Maintain billing schedules and process billings according to contract requirements.
• Run weekly accounting and project reports
• Enter daily timesheets
• Assist with maintaining welder qualifications and continuity records
• Coordinate project documentation, shipments, and administrative tracking
• Monitor project schedules, milestones, and critical deadlines
• Communicate with project managers, fabrication staff, vendors, and customers
• Work closely with the Fabrication Administrator to support fabrication project managers, the Quality Manager, and fabrication foremen.

What We're Looking For

We're looking for someone who is highly organized, dependable, and enjoys working in a fast-paced environment where priorities can shift throughout the day. The ideal candidate is detail-oriented, takes pride in accurate work, and has the ability to manage multiple projects and deadlines without letting anything fall through the cracks.

You should be comfortable working with Microsoft Excel and Microsoft 365, possess excellent customer service and communication skills, and be confident interacting with project managers, fabrication personnel, vendors, and customers.

Success in this role requires someone who is proactive, professional, and able to balance competing priorities while maintaining a high level of accuracy and organization. Experience in construction, manufacturing, fabrication, or project administration is helpful, but most importantly, we're looking for someone who is eager to learn, takes ownership of their work, and is committed to supporting the success of the team.

Why You'll Love This Role

You'll join a team of dedicated project managers, tradespeople, service technicians, engineers, and fabrication professionals who take pride in delivering exceptional work. If you enjoy bringing order to complexity, supporting multiple projects, and being an essential part of a team that gets things done, you'll thrive here.