Administrative Assistant jobs at First Service - 745 jobs

CDM Smith has an immediate need for a Senior Administrative Assistant to manage the daily needs of the office, working 5 days a week in our Knoxville, TN office. Job responsibilities are: - Working as the person responsible for the office activities running well and efficiently, including but not limited to, providing support to office staff, developing and editing reports, scheduling meetings and travel, monitoring, ordering, and organizing supplies, maintaining office equipment, ordering hardware equipment, setting up workstations, and helping onboard and support new hires. - Completing project document format reviews of work produced by office staff for quality control purposes, including verifying formatting details are used correctly, updating and applying the approved styles, or applying the approved template. - Providing production support (e.g., formatting, printing, binding), including client deliverables, while ensuring the highest quality standards and client service are maintained, both internally and externally. - Assisting office staff with various reports and communications, such as monthly project reports and meeting minutes, and planning and coordinating meetings and events. - Providing excellent support and service to the technical staff, office leaders, clients, vendors, colleagues, and others. - Maintaining the organization and maintenance of records, files, and correspondence. - Preparing and scheduling activities such as internal business meetings, client or third-party appointments, and general office events, including scheduling conference room use and catering needs. - Assisting in updating and maintaining multiple calendars and tracking facility and equipment assignments. - Preparing complex and confidential letters, technical memoranda, and reports for professional and managerial staff review and action. - Assisting in additional administrative duties as required. **Job Title:** Senior Administrative Assistant **Group:** TSG **Employment Type:** Regular **Minimum Qualifications:** - High School diploma or equivalent. - 4 years of related experience. - Domestic and/or international travel may be required. The frequency of travel is contingent on specific duties, responsibilities, and the essential functions of the position, which may vary depending on workload and project demands. - Equivalent additional directly related experience will be considered in lieu of a degree. **Preferred Qualifications:** - Previous experience working in the engineering and consulting industry is highly desirable, in mid-to large-sized corporate office management. - Knowledge of Adobe Pro or Bluebeam is strongly preferred. - Basic knowledge of PowerPoint. - Client service mentality with the ability to support all levels in the organization. - Strong organizational and communication skills. - The ability to handle multiple tasks while maintaining quality control under tight deadlines. - Notary certification a plus. **EEO Statement:** We attract the best people in the industry, supporting their efforts to learn and grow. We strive to create a challenging and progressive work environment. We provide career opportunities that span a variety of disciplines and geographic locations, with projects that our employees plan, design, build and operate as diverse as the needs of our clients. CDM Smith is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, pregnancy related conditions, childbirth and related medical conditions, sexual orientation, gender identity or gender expression), national origin, age, marital status, disability, veteran status, citizenship status, genetic information or any other characteristic protected by applicable law. **Why CDM Smith?:** Check out this video and find out why our team loves to work here! (************************************************* **Join Us! CDM Smith - where amazing career journeys unfold.** Imagine a place committed to offering an unmatched employee experience. Where you work on projects that are meaningful to you. Where you play an active part in shaping your career journey. Where your co-workers are invested in you and your success. Where you are encouraged and supported to do your very best and given the tools and resources to do so. Where it's a priority that the company takes good care of you and your family. Our employees are the heart of our company. As an employer of choice, our goal is to provide a challenging, progressive and inclusive work environment which fosters personal leadership, career growth and development for every employee. We value passionate individuals who challenge the norm, deliver world-class solutions and bring diverse perspectives. Join our team, and together we will make a difference and change the world. **Job Site Location:** Tennessee - Knoxville **Agency Disclaimer:** All vendors must have a signed CDM Smith Placement Agreement from the CDM Smith Recruitment Center Manager to receive payment for your placement. Verbal or written commitments from any other member of the CDM Smith staff will not be considered binding terms. All unsolicited resumes sent to CDM Smith and any resume submitted to any employee outside of CDM Smith Recruiting Center Team (RCT) will be considered property of CDM Smith. CDM Smith will not be held liable to pay a placement fee. **Amount of Travel Required:** 5% **Assignment Category:** Fulltime-Regular **Visa Sponsorship Available:** No - We will not support sponsorship, i.e. H-1B or TN Visas for this position **Skills and Abilities:** Good knowledge in the use of Microsoft Office and Adobe or Bluebeam. Good communication skills, attention to detail, and the ability to work as a team player and with internal and external clientele. Takes initiative and uses sound judgment. Ability to work as a team player and possesses excellent time management skills. Excellent follow through and completes tasks on time. **Background Check and Drug Testing Information:** CDM Smith Inc. and its divisions and subsidiaries (hereafter collectively referred to as "CDM Smith") reserves the right to require background checks including criminal, employment, education, licensure, etc. as well as credit and motor vehicle when applicable for certain positions. In addition, CDM Smith may conduct drug testing for designated positions. Background checks are conducted after an offer of employment has been made in the United States. The timing of when background checks will be conducted on candidates for positions outside the United States will vary based on country statutory law but in no case, will the background check precede an interview. CDM Smith will conduct interviews of qualified individuals prior to requesting a criminal background check, and no job application submitted prior to such interview shall inquire into an applicant's criminal history. If this position is subject to a background check for any convictions related to its responsibilities and requirements, employment will be contingent upon successful completion of a background investigation including criminal history. Criminal history will not automatically disqualify a candidate. In addition, during employment individuals may be required by CDM Smith or a CDM Smith client to successfully complete additional background checks, including motor vehicle record as well as drug testing. **Additional Compensation:** All bonuses at CDM Smith are discretionary and may or may not apply to this position. **Work Location Options:** Successful candidate will be required to work 100% in the office. **Massachusetts Applicants:** It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

CDM Smith has an immediate need for a Senior Administrative Assistant to manage the daily needs of the office, working 5 days a week in our Knoxville, TN office. Job responsibilities are: Working as the person responsible for the office activities running well and efficiently, including but not limited to, providing support to office staff, developing and editing reports, scheduling meetings and travel, monitoring, ordering, and organizing supplies, maintaining office equipment, ordering hardware equipment, setting up workstations, and helping onboard and support new hires. Completing project document format reviews of work produced by office staff for quality control purposes, including verifying formatting details are used correctly, updating and applying the approved styles, or applying the approved template. Providing production support (e.g., formatting, printing, binding), including client deliverables, while ensuring the highest quality standards and client service are maintained, both internally and externally. Assisting office staff with various reports and communications, such as monthly project reports and meeting minutes, and planning and coordinating meetings and events. Providing excellent support and service to the technical staff, office leaders, clients, vendors, colleagues, and others. Maintaining the organization and maintenance of records, files, and correspondence. Preparing and scheduling activities such as internal business meetings, client or third-party appointments, and general office events, including scheduling conference room use and catering needs. Assisting in updating and maintaining multiple calendars and tracking facility and equipment assignments. Preparing complex and confidential letters, technical memoranda, and reports for professional and managerial staff review and action. Assisting in additional administrative duties as required. Employment Type Regular Minimum Qualifications High School diploma or equivalent. 4 years of related experience. Domestic and/or international travel may be required. The frequency of travel is contingent on specific duties, responsibilities, and the essential functions of the position, which may vary depending on workload and project demands. Equivalent additional directly related experience will be considered in lieu of a degree. Preferred Qualifications Previous experience working in the engineering and consulting industry is highly desirable, in mid-to large-sized corporate office management. Knowledge of Adobe Pro or Bluebeam is strongly preferred. Basic knowledge of PowerPoint. Client service mentality with the ability to support all levels in the organization. Strong organizational and communication skills. The ability to handle multiple tasks while maintaining quality control under tight deadlines. Notary certification a plus.

About Us: We are a commercial renovation company specializing in interior build-outs, design-build projects, and finish carpentry throughout Pennsylvania, New Jersey, and Delaware. We take pride in delivering high-quality craftsmanship, reliability, and professionalism on every project. Position Overview: The Administrative Assistant will help keep our construction projects running smoothly by handling material orders, coordinating with suppliers, and providing administrative support. This role requires strong organizational skills, attention to detail, and the ability to communicate clearly with both office staff and field supervisors. Key Responsibilities: Receive material requests from supervisors and project managers Contact vendors for quotes, pricing, and availability Create and submit purchase orders (POs) for approved materials Track deliveries, verify packing slips, and match invoices to POs Maintain vendor and supplier account information Assist with scheduling, document filing, and data entry Support general office operations (emails, calls, spreadsheets, etc.) Coordinate with the accounting team for invoice processing and payment tracking Qualifications: 2+ years of administrative experience (construction or trades preferred) Strong communication and multitasking skills Experience using Excel, QuickBooks, or similar software Detail-oriented, dependable, and organized Ability to work independently and in a team setting Familiarity with construction materials or suppliers is a plus This is a remote position.

1. Must work in a confidential manner to ensure confidentiality of project files. 2. Performs administrative and field support duties and may assist in composing routine correspondence and coordinating activities. 3. Assists in filing, copying, scanning and faxing documents. 4. Checks quality of own work. 5. May assist in coordinating meeting arrangements and catering services for department functions. 6. May order project or department supplies and maintain supply cabinet. 7. May publish and distribute department bulletins throughout project office and field. 8. Assists in distribution of incoming and outgoing documents throughout the office, including the field. 9. Keeps abreast of project departmental systems, services relevant to area of responsibility, and project process improvements, procedures, and practices. 10. May assist in preparing routine or preformatted documents, using standard word processing, spreadsheets, or other project databases, as needed, for field support work activities. 11. Processes a variety of procedural steps in accordance with well-defined procedures and guidelines. 12. May assist in producing logs and reports relevant to assigned area of responsibility. 13. May assist in gathering information for project field supervisor(s), departments and or project field personnel as requested.

1. Must work in a confidential manner to ensure confidentiality of project files. 2. Performs administrative and field support duties and may assist in composing routine correspondence and coordinating activities. 3. Assists in filing, copying, scanning and faxing documents. 4. Checks quality of own work. 5. May assist in coordinating meeting arrangements and catering services for department functions. 6. May order project or department supplies and maintain supply cabinet. 7. May publish and distribute department bulletins throughout project office and field. 8. Assists in distribution of incoming and outgoing documents throughout the office, including the field. 9. Keeps abreast of project departmental systems, services relevant to area of responsibility, and project process improvements, procedures, and practices. 10. May assist in preparing routine or preformatted documents, using standard word processing, spreadsheets, or other project databases, as needed, for field support work activities. 11. Processes a variety of procedural steps in accordance with well-defined procedures and guidelines. 12. May assist in producing logs and reports relevant to assigned area of responsibility. 13. May assist in gathering information for project field supervisor(s), departments and or project field personnel as requested. **Auto req ID:** 24409BR **Project Name:** Rio Grande LNG **Location:** Brownsville, Texas **Shift:** Day Shift Bechtel is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, disability, citizenship status (except as authorized by law), protected veteran status, genetic information, and any other characteristic protected by federal, state or local law. Applicants with a disability, who require a reasonable accommodation for any part of the application or hiring process, may e-mail their request to ******************** or call *************** for assistance. Determinations on request for reasonable accommodation will be made on a case-by-case basis.

This position is responsible administrative functions in a field office environment. Qualified candidates will be required to handle incoming phone calls, directing them to the appropriate responsible party. Candidates will be responsible for our dat Administrative Assistant, Administrative, Assistant

This position is responsible administrative functions in a field office environment. Qualified candidates will be required to handle incoming mail and phone calls, directing them to the appropriate responsible party. Candidates will be additionally r Administrative Assistant, Administrative, Accounts Payable, Accounts Receivable, Assistant

Job Title: HR Coordinator Duration: 12 Months Pay rate: $21/hr on W2 Job Purpose Primary focus is providing complex administrative support for individuals and/or department. Works under limited supervision with general instructions given on new assignments. Key Responsibilities 1. Performs general administrative duties that may include photocopying, coordinating meetings/appointments, typing, faxing, ordering/maintaining supplies, arranging travel, preparing and/or sorting mail. 2. Serves as a point of contact for customers. Contacts are frequent within and outside own organization and involve obtaining or providing information on matters of moderate importance to the organization and may be of a sensitive nature. 3. Answers complex functional questions that may require additional research and follow-up. 4. Viewed as key functional resource. 5. Anticipates and coordinates projects/assignments, organizes own schedules, and that of others, to meet deadlines. May gather and prepare data in preparation of upcoming projects; identifies future needs to complete projects. 6. Makes decisions using independent judgment under only general guidelines. 7. Translates thoughts into documents (letters/memos/presentations, etc.) using existing material; ensures document is logical and complete as well as accurate in grammar and spelling; makes suggestions for improvements in existing communications. 8. Manages work in a confidential manner, ensuring information is shared with internal and external individuals in an appropriate manner; provides guidance to peers as necessary regarding proprietary information. 9. Confidential information typically consists of company/division sensitive information (i.e. new product technology). Quality Systems Duties and Responsibilities: Build Quality into all aspects of their work by maintaining compliance to all quality requirements. Qualifications 2 year degree minimum Attention to detail or someone who can think outside the box and be proactive. Must have some administrative, clerical experience. Need someone who can multitask, organize tasks well, communicate with managers and new hires professionally, be agile, and thrives in a high-volume work environment Must travel be able to travel Arbor Lakes, Minnetonka. No Sponsorships Possible temp to hire for right individual and if budget allows. 1st year salary: $47,840 MAX PAY RATE: $21.00. Anything over this amount will be disqualified. Some HR experience would be preferred Looking for someone excited about a career in HR!

Job Title: Administrative Assistant Duration: 2+ years Provide expert-level administrative support and leadership to the team, leveraging over 11 years of experience to ensure seamless operations and enhance organizational efficiency. Independently manage calendars, schedules, and appointments for team members, optimizing time management and prioritizing critical tasks. Lead the coordination and organization of high-profile meetings, conferences, and events, including all logistics, agendas, and follow-up actions, with meticulous attention to detail. Prepare, edit, and review complex documents, reports, presentations, and correspondence, demonstrating an advanced level of proficiency in Client Office Suite and other relevant software. Conduct in-depth research, gather, and analyze data, and compile comprehensive reports to support strategic decision-making and planning. Handle highly sensitive and confidential information with utmost discretion and professionalism, always maintaining a high level of confidentiality. Oversee budget management, expense tracking, and financial reporting, ensuring accuracy and compliance with organizational policies. Act as a primary point of contact for internal and external stakeholders, providing exceptional communication and interpersonal support. Outstanding communication and interpersonal skills, with the ability to interact effectively with diverse stakeholders. Advanced proficiency in Client Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

**Project Support Assistant - Chicago** Company: Black & Veatch Family of Companies **Together, we own our company, our future, and our shared success.** As an employee-owned company, our people _are_ Black & Veatch. We put them at the center of everything we do and empower them to grow, explore new possibilities and use their diverse talents and perspectives to solve humanity's biggest challenges in an ever-evolving world. With over 100 years of innovation in sustainable infrastructure and our expertise in engineering, procurement, consulting and construction, together we are building a world of difference. **Company :** Black & Veatch Corporation **Req Id :** 112995 **Opportunity Type :** Staff **Relocation eligible :** No **Full time/Part time :** Full-Time **Project Only Hire :** No **Visa Sponsorship Available:** No **Why Black and Veatch?** Black & Veatch allows you to lend your talent and perspective to humanity's biggest challenges in a flexible environment where you are empowered to grow and explore new possibilities. We offer competitive compensation; 401K match and benefits that start day 1. Our hybrid environment allows you to balance your work and personal life. At Black & Veatch, you own your career with purpose and meaning. You are empowered to grow and explore new possibilities at every step of your career journey. Bring your big ideas knowing you are safe to be who you are and speak up with concerns or questions and put your diverse talents and perspectives to use. \#LI-LP1 **The Opportunity** To provide clerical and project administrative support performing routine activities under general supervision and within defined procedures. May have regular contact with clients, suppliers, or company employees outside the immediate work area to exchange information. **The Team** As part of BV Operations, your skills will be aligned to projects that support our 3 market sectors- Governments & Environment, Energy & Process Industries, and Connectivity & Commercial. In roles like Engineers, Technicians, and Skilled Specialists you will be engaged with exciting projects across the globe. From small community improvements to grand-scale Mega Projects, you will be Building a World of Difference through infrastructure growth and development while learning and focusing on your own individual development. The foundation of BV Operations provides the ability to move where your skills are needed and allows for a collaborative and innovative culture offering greater challenges and career development opportunities. **Key Responsibilities** + Completes simple paper filing activities + Receives and distributes mail + Faxes documents + Copies documents + Prepares files for archiving + Distributes documents + Performs scanning and electronic filing + Answers phones + Greets and directs visitors + Assembles documents (reproduction and collation) + Performs basic word processing and data entry + Maintains simple spreadsheets + Orders office supplies + Maintains project calendar + Arranges project-related meetings, travel and/or events + Generates or distributes ad hoc reports using various business systems and databases to internal project team + Generates simple documents, such as letters and memos + May maintain personal calendar for project manager + May route and track invoices + Performs other general clerical duties as needed + Creates expense reports for project team members + Is coordinator of project communications + Individual contributor with no subordinates **Management Responsibilities** Individual Contributor **Preferred Qualifications** + 2+ years relevant experience preferred + High School Diploma or equivalent preferred Preferred Skills: + Basic MS Word skills + Basic MS Excel and PowerPoint skills + Basic MS Outlook skills + Spelling and grammar skills + Concentration and cognitive skills + Initiative + Interpersonal skills + Attention to detail and reading comprehension + Communication skills, including verbal and written skills + Ethics and values + Integrity and trust + Ability to make decisions + Problem-solving ability + Expense Reporting Systems (Creating) + Time Reporting Systems + Time Reporting Policies and Procedures + PeopleSoft and Blueprint Basic Users + Telephony and Webconferencing + Electronic Repository Systems + Travel Systems + Financial Information Systems/Business Reporting System **Minimum Qualifications** Basic word processing and spreadsheet skills needed. All applicants must be able to complete pre-employment onboarding requirements (if selected) which may include any/all of the following: criminal/civil background check, drug screen, and motor vehicle records search, in compliance with any applicable laws and regulations. **Certifications** **Work Environment/Physical Demands** Normal office environment. Extended periods of monitor viewing. Stooping, crouching, talking, grasping, hearing, keyboard input, turning pages, typing and writing. Ability to exert up to 10 pounds of force occasionally or a negligible amount of force frequently or constantly to lift, carry, push, pull, or move objects. Work involves sitting for extended periods of time. Hybrid or flexible work options may be offered after the first 90 days of employment based upon manager discretion, job performance and work assignments. **Competencies** Customer focus **Salary Plan** ADO: Administrative Services **Job Grade** 012 Black & Veatch endeavors to makeaccessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process because of a disability, please contact the Employee Relations Department at *************** orvia our. This contact information is for disability accommodation requests only; you may not use this contact information to inquire about the status of applications. General inquiries about the status of applications will not be returned. This job posting will remain open until a suitable candidate(s) has been identified. Black & Veatch is committed to being an employer of choice by creating a valuable work experience that keeps our people engaged, productive, safe and healthy. Our comprehensive benefits portfolio is a key component of this commitment and offers and array of health care benefits including but not limited to medical, dental and vision insurances along with disability and a robust wellness program. To support a healthy work-life balance, we offer flexible work schedules, paid vacation and holiday time, sick time and dependent sick time. A variety of additional benefits are available to our professionals, including a company matched 401k plan, adoption reimbursement, vendor discounts, an employment referral program, AD&D insurance, pre-taxed accounts, voluntary legal plan and the B&V Credit Union. Professionals may also be eligible for a performance-based bonus program. We are proud to be a 100 percent ESOP-owned company. As employee-owners, our professionals are empowered to drive not only their personal growth, but the company's long-term achievements - and they share in the financial rewards of that success through stock ownership. By valuing diverse voices and perspectives, we cultivate an authentically inclusive environment for professionals and are able to provide innovative and effective solutions for clients. BVH, Inc., its subsidiaries and its affiliated companies, complies with all Equal Employment Opportunity (EEO) laws and regulations. Black & Veatch does not discriminate on the basis of age, race, religion, color, sex, national origin, marital status, genetic information, sexual orientation, gender Identity and expression, disability, veteran status, pregnancy status or other status protected by law. For our EEO Policy Statement, please click. **Notice to External Search Firms** : Black & Veatch does not accept unsolicited resumes and will not be obligated to pay a placement fee for unsolicited resumes. Black & Veatch Talent Acquisition engages with search firms directly for hiring needs. In accordance with local law, the following Hourlycompensation range is applicable for the job and location associated with this requisition: $21.03- $36.81 **Nearest Major Market:** Chicago **Job Segment:** Engineer, Engineering

Div. 188 Ocala, FL Responsible for ensuring accuracy and efficiency of operations, providing administrative support and assist Accounts Receivable with processing invoices and monitoring incoming payments. Essential Duties and Responsibilities include the following. Other duties may be assigned. Perform clerical duties to support division operations. Assist with entering data into software system. Assist with collection and tracking of data. Provide support with contracts, certificate of insurance or other requests. Perform other clerical or administrative duties as required to support the division. Education and/or Experience High School Diploma or GED; two or more years related experience and/or training; or equivalent combination of education and experience. Computer Skills Microsoft Office to include Word, Excel; Microsoft Dynamics 365 preferred.

Provide day to day administrative support for preconstruction department, including creating and sending correspondence, meeting invites, taking meeting minutes, coordinating catering and conference space, ordering department supplies and business ca Administrative Assistant, Construction, Administrative, Microsoft, Assistant

Busy/Growing, mid-sized Firm has an opportunity for an energetic, professional, polished front of house personality. This role, while entry level, does present growth opportunity for the right individual. Key qualifications/experiences include: *Ability to handle a multi-line switchboard answering all calls quickly, routing to the correct party, following directions regarding which individuals at the firm have calls screened, and able to look up information when the caller needs assistance *Computer proficiency - Above average to Superior knowledge of MS Office Suite, ability/willingness to learn other software (proprietary) packages, 55+ WPM typing preferred, and keen eye for detail with data entry *Ability to follow direction *Dependable - punctual - focused (in addition to the energetic, professional, polished). What you get in return - Yes, we are a growing firm - but we're not stodgy or extraordinarily conservative. Professional, yes - But we're pretty laid back all in all. We actually like each other. Yes - we have 5 offices, and are in 4 states - but the firm still feels close-knit and friendly. And of course - competitive salary and full benefits - and for the right person, the opportunity to grow.

The Administrative Assistant supports and directly reports to the Director of Operations. As such, you'll provide support overseeing and coordinating the company operations to ensure efficiency and effectiveness. You'll assist handling daily operational matters, project-related tasks, Tulsa related reporting needs, and other issues as directed. This position provides full range of administrative support to members of the Tulsa Leadership Team. Responsibilities include: Support the day-to-day administrative needs of the Tulsa site, including preparing presentation slides for meetings, drafting communications, handling email and multi-line phone Serve as initial point of contact for guests and visitors and complete appropriate registrations and compliance Serve as employee liaison for general HR inquiries such as payroll assistance, LOA requests, employee information change requests, etc. Create and post announcements and employee information on Plant monitors Support HR functions for event coordination, office updates, interview assistance, personnel inquiries, etc. Assist with onboarding processes, including preparing new hire documentation & coordinating orientation schedules Work with HR functions to ensure timely and accurate data integrity into Emerson's HR systems and software Appropriately manage and maintain confidential information and documents Consolidate and prepare necessary meetings and conference materials for participants Required Knowledge, Skills and Abilities: High School Diploma or GED Required Initiative to work independently and anticipate needs, take care of confidential information, and handle pressure/deadlines easily. Organizational and time management skills to accommodate changing workload and multiple priorities Exhibit strong customer service skills and an attitude that exhibits flexibility to meet business needs Great interpersonal skills to work with staff at all levels, sometimes under pressure, while remaining flexible, proactive, resourceful, and efficient Outstanding written and verbal communication skills, phone skills, planning, prioritizing, and proofreading skills Preferred Knowledge, Skills and Abilities: Associate degree strongly preferred Minimum of 3-5 years of previous administrative or Human Resources experience providing direct support to a manufacturing site Knowledge and experience in personal computers/Client Office software packages (Word, PowerPoint, Excel), online tools, and various office machines in support of the administrative professional position. Abdul Naeem ************** *********************

careersite--jobs--form-overlay#show FormOverlay" data-careersite--jobs--form-overlay-target="cover Button"> Apply for this job blocks--cover--scroll#handle ScrollDown" title="Scroll to content"> Job Description The Project Administrative Assistant/Estimating Administrative Assistant will be responsible for maintaining corporate protocols and reporting information to corporate on a regular basis. Duties/Responsibilities Process contract documents and change orders while maintaining data integrity through a variety of procedural steps in accordance with well-defined procedures and guidelines. Perform data entry. Interface and provide support on a routine basis with a variety of project personnel. Perform other administrative and accounting activities/assignments as directed by supervisor. Operate and order standard office equipment. Skills Required Must demonstrate a positive attitude and work effectively with all team members. Ability to perform multiple tasks and easily adjust to shifting priorities. Must have great attention to detail. Good organizational skills. Thorough understanding of Microsoft Office Suite and PDF viewer's/editors. Ability to prioritize. All employees are subject to a pre-employment drug screen. Please submit all resumes to ********************. Benefits Offered: Medical, Dental and Vision 401K WITH Company Match STD, LTD, Voluntary Life Benefits Paid Time Off Affirmative Action/EEO statement As an Affirmative Action, Equal Opportunity Employer, Apollo Mechanical Contractors "Apollo" ensures that no applicant for employment or employee of Apollo is denied equal opportunity because of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability (mental or physical), genetic information, veteran status, or any other characteristic any characteristic of his or her relatives, friends, or associates. Department PROFESSIONAL/ADMIN Role Project Admin Assistant Locations Colorado, Denver About Apollo Mechanical Contractors Apollo Mechanical Contractors is a Native American-owned business that officially began operations in 1981 under the guidance and vision of owner Bruce Ratchford. Apollo is based in Kennewick, Washington, performing Full Mechanical projects across the United States and around the world. Apollo employs over 2000 people, with annual revenues of over $600 Million. Apollo Sheet Metal officially began operations in 1981, building on a vision that originated in the mid-1970s by owner Bruce Ratchford. With a decade of experience and expertise in mechanical design and business management, Mr. Ratchford incorporated Apollo in Richland Washington, to serve the Tri-Cities' construction needs. Since 1981, Apollo has expanded its market to include locations across the United States and multiple countries. Apollo has progressively grown larger than its original scope and has expanded its operations to specialize in mechanical construction for correctional facilities, hospitals, laboratories, high tech data centers, schools, and industrial facilities. careersite--jobs--form-overlay#show FormOverlay">Apply for this job PROFESSIONAL/ADMIN · Colorado, Denver Project/Estimating Administrative Assistant Loading application form jobs--overlay#close Overlay">

RESPONSIBILITIES: Safety Program Administration & Documentation Organize calendars, files, and training materials for Arcosa's core safety programs, including PPE Policy; Emergency Action Plan; Powered Industrial Truck/Fork Truck; Bloodborne Pathogens; Lockout/Tagout; Crane; Hazard Communication; Fall Protection; Hearing Conservation; Respiratory Protection; Electrical Safety; Confined Space; Welding & Cutting, etc. Prepare daily/weekly/monthly safety reporting packets (e.g., OSHA work hours (AIC), TRIR/DART metrics, Safety Contacts), and upload materials to ARC SharePoint/Teams per leader standard work. Coordinate daily safety presentations for operations meetings and distribute safety toolbox topics; track completion and follow-ups. Environmental Compliance Support Assist with stormwater recordkeeping and sampling coordination; help maintain SWPPP documentation, inspection schedules, and corrective action logs. Support spill response documentation and SPCC plan updates; track air emissions reduction actions and related inspections (e.g., baghouse). Maintain environmental permits, observation forms, and daily/weekly inspection checklists; compile summaries for EHS leadership and site management. Contractor & Vendor EHS Program Administration Manage pre-qualification packets and the Arcosa Contractor & Vendor EHS Program forms; route for site EHS Manager and Risk Management approvals; track EMR/incident rate documentation; file orientation completion records. Schedule contractor orientations, collect signatures/acknowledgements, and maintain follow-up inspection records. Training Coordination & LMS Support Coordinate New Hire EHS Orientation logistics and materials; maintain training rosters and the training matrix; publish monthly training calendars and reminder communications. Schedule required classes (e.g., CPR/First Aid/AED; NFPA 70E for maintenance) and track completion with site leaders; support standardization of safety programs across plants. Provide bilingual translation/adaptation of training decks, handouts, and posted notices to ensure comprehension and participation. DOT/Transportation Compliance Support Maintain rosters for CDL Medical Examination Certificate expiration dates; notify supervisors ahead of due dates and file new certificates. Support driver qualification file updates and bilingual communications to drivers regarding renewals, testing, and required documentation. Reporting Cadence & Systems Prepare and submit monthly updated Ops 4.0 safety metrics and monthly EHS presentations as scheduled. Maintain ARC SharePoint/Teams EHS libraries (version control, permissions, archive); ensure documents are correctly categorized and accessible to leaders. Audits, Inspections & Meetings Assist in tracking of all resulting findings through closure from internal audits, gemba walks/blitzes, and routine inspections (e.g., hazardous waste building, paint booth, stormwater structural controls), and support as needed Prepare agendas, minutes, and action trackers for site EHS meetings; follow up on assignments until completion. Bilingual Employee Communications Translate announcements, SOP summaries, signage, and safety alerts (English Spanish); assist supervisors in delivering training and safety briefings to Spanish-speaking employees. General Administrative Support Manage calendars, travel, and logistics for EHS leaders; open purchase orders for PPE/safety supplies; process invoices and maintain inventories. Serve as the front-line point of contact for EHS requests; triage and route items to the appropriate EHS leader; maintain confidential records. Coordinate scheduling of occupational clinic visits, track employee attendance, review visit results for completeness, and forward results/notes to EHS leader. REQUIREMENTS: Bilingual (English/Spanish) required; professional fluency in both verbal and written communication. 2-4 years of administrative experience; EHS support experience in manufacturing, construction, recycling, or industrial operations preferred. Working knowledge of common EHS topics (e.g., OSHA programs listed above; environmental basics like SWPPP/SPCC, spill response, sampling; DOT/CDL documentation). Proficiency with Microsoft 365 (Outlook, Teams, SharePoint, Excel/Word/PowerPoint); ability to learn Arcosa systems (Sphera ESG, LMS, ARC SharePoint libraries). Strong organization, attention to detail, and follow-through within structured reporting cadences. Ability to visit plant/yard areas and wear required PPE; valid driver's license; occasional local travel. Customer focus and service orientation; ability to support multiple sites and leaders. Clear, culturally aware communication; effective translation/adaptation of technical content. Data accuracy, confidentiality, and timely reporting; problem-solving and initiative. The statements above describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. Employees may be required to perform other job-related duties as requested by management. This job description does not constitute an employment agreement and may be modified to reasonably accommodate individuals with disabilities.

Safety Program Administration & Documentation Organize calendars, files, and training materials for Arcosa's core safety programs, including PPE Policy; Emergency Action Plan; Powered Industrial Truck/ Fork Truck; Bloodborne Pathogens; Lockout/ Tagou Administrative Assistant, Bilingual, EHS, Administrative, EHS Manager, Contractor, Manufacturing

Travel: Up to 25% Number of Openings: 1 Achieve more in your career with the nation's leading specialty concrete contractor. At Baker Construction, you'll be part of a team that prioritizes people, invests in their development, and offers unparalleled opportunities for professional growth. In this role, you'll be integral to building the future of our country and our company. You'll collaborate across diverse teams, have a hand in significant projects, and dive headfirst into complex challenges with the best in the industry. If you are driven to do more and have the grit to follow through, you'll have everything you need to define your career on your terms. Make a meaningful impact with a team that values ambition and rewards initiative. Apply today and be more with Baker. Summary The Administrative Assistant I provides clerical and administrative support to one or more managers/departments within Shared Services or a Region. Roles and Responsibilities The Administrative Assistant I will perform the following duties in a safe, productive, and effective manner: Performs general clerical duties including, but not limited to, filing, mailing, faxing, photocopying, typing. Types correspondence Maintains hard and electronic files Handles materials and documents in a professional and discreet manner Pulls reports, bid bonds, preconstruction documents, etc. Codes and tracks invoices May assist with timekeeping, payroll, and/or HR functions May schedule appointments and update calendars for manager(s) within area of responsibility May assist with coordination of travel arrangements for manager(s) May set-up and coordinate meetings and conferences Answers phone(s) promptly and in a professional manner May order and maintain office supplies for assigned area of responsibility i.e kitchen and bathroom supplies May assist with activities related to co-worker recognition/appreciation such as ordering event tickets or flowers, sending cards, etc. Requirements * High School diploma or equivalent or 2 years related experience * Proficient with Microsoft software programs such as Word, Excel, Outlook, and PowerPoint The following competencies are needed to successfully perform this job: Ability to write reports, business correspondence, and procedures Ability to listen to and read and comprehend instructions; ability to read and comprehend correspondence and memos Strong writing and verbal skills Ability to effectively respond to questions in one-on-one and small group situations with co-workers and clients Ability to calculate mathematical figures using addition, subtraction, multiplication and division and apply concepts such as fractions and percentages Must possess strong customer service skills Must be willing to work with others and be a part of a team Good listening skills Must be able to prioritize work and utilize strong organizational skills Ability to maintain confidentiality Ability to solve practical problems using existing processes and procedures Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form Ability to define problems, collect information, establish facts, and draw valid conclusions At Baker Construction, we welcome those who are driven to make things happen. Your tenacity will be rewarded with great pay, excellent benefits, and opportunities to make your mark. This is an opportunity to own your future while working alongside co-workers who are united in our purpose to build better structures and better lives. Go further with an industry leader that puts people first, honors its word, and has the grit to achieve greatness. Baker is an EOE Disability/Veterans Employer. Applicants with physical and/or mental disabilities who require a reasonable accommodation for any or part of the application process may make their requests known by emailing ************************ or calling ************** and asking for HR. Nearest Major Market: Phoenix

The Administrative Assistant I provides clerical and administrative support to one or more managers/departments within Shared Services or a Region. Roles and Responsibilities The Administrative Assistant I will perform the following duties in a safe, Administrative Assistant, Administrative, Assistant, Safety, Construction