Field Administrative Assistant

Hoffman-Construction; Town of Texas (WI); On-site; USD 50,000 - 65,000; Full time

Job summary

Hoffman-Construction seeks a Field Administrative Assistant to support the field office in Childress, TX. You will report to the Field Office Manager and partner with the project team to maintain documentation and smooth daily operations.

Requirements include a high school diploma and at least 1 year of accounting/office management experience in construction. Salary ranges from $50,000 to $65,000 plus per diem and incentives.

Qualifications

• High school diploma or GED required.
• Minimum of one year of accounting and office management experience in construction or related field.
• Proficient in Windows and Microsoft Office 365; strong typing skills.
• Ability to multi-task and maintain professionalism under pressure.

Responsibilities

• Supply management: ordering and stocking of essential supplies.
• Meeting & calendar coordination and distribution list management.
• Visitor coordination and onsite access documentation.
• Vendor relations and coordination of service providers.
• Event support for in-office and onsite activities.
• Onboarding assistance for new hires and consultants.
• Timesheet collection and filing.
• General administrative support and file maintenance.
• Organizing site security, badging, diaries, and meeting minutes.

Skills

Microsoft Office 365

ProCore

45 wpm typing

Communication

Education

High school diploma or GED

Tools

Windows OS

Computer networking basics

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 Childress, TX.

Salary Range:$50,000 to $65,000 + Per Diem, 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.