Field Administrative Assistant

Hoffman-Construction; Boise (ID); On-site; USD 50,000 - 65,000; Full time

Job summary

Hoffman-Construction’s Field Administrative Assistant role is based fully on site in Boise, ID, providing essential administrative and operational support to the field office. You will work closely with the Field Office Manager and project team to coordinate documentation and daily operations onsite.

Located in Boise, this position offers a salary range of $50,000 to $65,000 plus incentives, requiring strong organization, time management, and proficiency with Windows and MS Office 365 to support

Qualifications

• High school diploma or GED required.
• Minimum 1 year accounting and office management experience in construction/engineering/architectural field.
• Proficient in Windows and MS Office 365 (Excel, Word, Outlook, PowerPoint, Procore and Teams) with basic network understanding.

Responsibilities

• Manage supply ordering and stocking of office, kitchen, event, and PPE supplies.
• Coordinate meetings and calendars; manage project email distribution lists.
• Greet visitors; ensure necessary legal documentation for onsite access.
• Coordinate with vendors (janitorial, couriers, coffee/water services).
• Assist Field Office Manager with onboarding for new hires and consultants.
• Collect and file employee timesheets in a timely manner.
• Provide general administrative support to office staff.
• Assist with site security and badging processes.
• Prepare project daily diaries and meeting minutes.
• Copy, file, and mail distribution of job site communications.

Skills

Windows proficiency

MS Office 365

45 wpm typing

Time management

Communication skills

Team player

Education

High school diploma or GED

Tools

Procore

Microsoft Office 365

Teams

Job description

The Field Administrative Assistant provides essential administrative and operational support to ensure the smooth functioning of the field office. Reporting to the field office manager this role works closely with the project team, including the Field Office Manager, Project Superintendent, Project Manager, and subcontractors. The Field Admin plays a key role in supporting the coordination of documentation and daily office operations. Through strong administrative support and attention to detail, this position contributes to the overall efficiency and success of the project. To support Hoffman’s dedication to its people this position will be located fully on site in Boise, ID.

Salary Range:$50,000 to $65,000 + Incentives

Essential Responsibilities:

• Supply Management:Manage the ordering and stocking of essential office, kitchen, event, and PPE supplies.
• Meeting & Calendar Coordination:Maintain and reserve meeting room calendars and support planning needs as well as manage email distribution lists relating to the project.
• Visitor Coordination:Greet and sign in visitors, ensuring all necessary legal documentation is completed and filed appropriately for onsite access.
• Vendor Relations:Assist the Field Office Manager coordinate with and oversee service vendors, including janitorial staff, couriers, coffee and water machine providers.
• Event Support:Assist the Field Office manager plan and organize in-office and onsite events, such as holiday celebrations and craft appreciation activities.
• Onboarding Assistance:Support the onboarding process for new hires, internal transfers, and consultants.
• Timesheet Management:Collect and file employee timesheets in a timely and organized manner.
• General Administrative Support:Assist office staff with various requests and administrative tasks to support overall efficiency.
• Assist in tracking drug testing and safety orientation paperwork.
• Assisting in developing and maintaining files, forms, purchase orders, subcontract files, meeting minutes, miscellaneous forms etc.
• Assist with maintaining office supplies needed for the job.
• Organize and lead the site security and badging administrative process.
• Organize and lead project daily diaries, meeting minutes, and other assignments.
• Assist with copying, filing, and mailing/distribution of job site correspondence.

Qualifications:

Professional Experience and Education

• High school diploma or GED required.
• Minimum of one (1) year of accounting and office management experience in the construction, engineering, or architectural (or related) field.

Required Skills

• Proficient inWindows and Microsoft Office 365 (Excel, Word, Outlook, PowerPoint, ProCore and Teams) and have a general understanding of working within a computer network.
• Must be an accurate and proficient typist (at least 45-wpm).
• Ability to work well and maintain a cooperative attitude through high-pressure situations.
• Excellent time-management skills and ability to multi-task and prioritize work while frequently interrupted by phone calls and questions on work in progress.
• Excellent written and oral communication skills with an ability to develop strong interpersonal relationships.
• Ability to work well in a large professional setting. Patience and professionalism are essential.
• Must be a strong team player with the ability to collaborate with various personnel within and across departments and at all levels of leadership

Physical and Mental Requirements:

• Standing/Walking/Sitting: Workday is combination of standing, walking and sitting.
• Must be able to climb stairs: 5% of day.
• Hands/Arms: Constant use of hands/fingers for mouse/keyboard/computer use.
• Sight: Visual acuity in near, mid, and far range vision. Color vision, peripheral vision, depth perception, hand/eye coordination.
• Hearing:Sufficientto hear conversational levels in person and over the telephone.
• Speech:Sufficientto make oneself heard in person, speak in front of groups, and be understood over the telephone.
• Lift/Carry: Up to40lb – Minimal.
• Bending/Twisting: Minimal.
• Kneeling/Crouching/Crawling: Minimal.
• Must possess strong organizational and computer use skills and have a high level of competency to read/write/speak English, interpret construction-related documentation and communicate with coworkers.