Mechanical Administrative Assistant

Tailwind Applied Sciences; Oklahoma City (OK); On-site; USD 38,000 - 52,000; Full time

Job summary

Tailwind Applied Sciences in Oklahoma City is seeking a Mechanical Administrative Assistant to support the mechanical operations team by keeping projects organized, tracking deliverables, maintaining documentation, and ensuring smooth communication between field personnel, project managers, vendors, and customers.

This role requires strong computer skills, proficiency in Excel and other business software, and the ability to manage multiple tasks simultaneously in a fast-paced environment.

Qualifications

• 2+ years of administrative, project coordination, or construction support experience preferred.
• Strong proficiency with Microsoft Office, especially Excel, Outlook, Word, and Teams.
• Excellent organizational and time-management skills.
• Ability to prioritize multiple projects and tasks simultaneously.
• Strong written and verbal communication skills.
• Experience working in construction, mechanical, HVAC, plumbing, or industrial environments is a plus.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Track project progress, deadlines, and outstanding action items.
• Maintain project documentation, files, logs, and records.
• Create and update spreadsheets, reports, and project trackers using Microsoft Excel.
• Assist with scheduling meetings, jobsite visits, inspections, and manpower coordination.
• Monitor material orders, equipment deliveries, and procurement status.
• Support project managers with administrative and organizational tasks.
• Prepare meeting agendas, distribute notes, and follow up on assigned action items.
• Enter and maintain accurate data in company software systems.
• Coordinate communication between office staff, field personnel, subcontractors, and vendors.
• Assist with billing documentation, change orders, RFIs, submittals, and closeout packages.
• Track permits, inspections, training records, and compliance-related documentation.
• Identify potential issues or delays and communicate them to management.

Skills

Organizational skills

Time-management

Communication skills

Multitasking

Detail-oriented

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Word

Microsoft Teams

Data entry systems

Job description

Position Summary: The Mechanical Administrative Assistant plays a key role in supporting the mechanical operations team by keeping projects organized, tracking deliverables, maintaining documentation, and ensuring communication flows efficiently between field personnel, project managers, vendors, and customers. This position requires strong computer skills, attention to detail, proficiency in Excel and other business software, and the ability to manage multiple tasks simultaneously.

Key Responsibilities

• Track project progress, deadlines, and outstanding action items.
• Maintain project documentation, files, logs, and records.
• Create and update spreadsheets, reports, and project trackers using Microsoft Excel.
• Assist with scheduling meetings, jobsite visits, inspections, and manpower coordination.
• Monitor material orders, equipment deliveries, and procurement status.
• Support project managers with administrative and organizational tasks.
• Prepare meeting agendas, distribute notes, and follow up on assigned action items.
• Enter and maintain accurate data in company software systems.
• Coordinate communication between office staff, field personnel, subcontractors, and vendors.
• Assist with billing documentation, change orders, RFIs, submittals, and closeout packages.
• Track permits, inspections, training records, and compliance-related documentation.
• Identify potential issues or delays and communicate them to management.

Qualifications

• 2+ years of administrative, project coordination, or construction support experience preferred.
• Strong proficiency with Microsoft Office, especially Excel, Outlook, Word, and Teams.
• Excellent organizational and time-management skills.
• Ability to prioritize multiple projects and tasks simultaneously.
• Strong written and verbal communication skills.
• Experience working in construction, mechanical, HVAC, plumbing, or industrial environments is a plus.
• Ability to maintain confidentiality and handle sensitive information.

Preferred Skills

• Advanced Excel functions including formulas, filtering, sorting, and reporting.
• Experience with construction management or project management software.
• Detail-oriented with strong problem-solving abilities.
• Ability to work independently and proactively follow up on outstanding items.
• Comfortable communicating with both office and field personnel.

Physical Requirements

• Primarily office-based work.
• Ability to sit, stand, and work at a computer for extended periods.
• Occasional visits to jobsites or warehouse locations as needed.