Administrative Assistant

Company Overview
Pilot Foundation Services specializes in the construction of foundations for energy infrastructure, providing turn-key solutions for deep pier drilled shafts, large equipment pads, direct embedment, structure supports and more. Our clients are leaders in power transmission, substation/switchyard, and mid-stream oil & gas construction. Established in 2021, Pilot Foundation Services has grown to become a trusted name in foundation service for Texas and surrounding areas. At Pilot Foundation Services we live and work to uphold the Company Values: Operate with Integrity, Expect Excellence and Commit to ensure positive outcomes for our team members and our clients.

Job Overview
The Administrative Assistant will provide support in various administrative tasks, including maintaining fleet records and insurance, assisting with asset accounting, marketing, managing AP invoice recording, company social media presence and planning company events. This position requires a detail-oriented individual with strong organizational skills, the ability to manage multiple tasks, and excellent communication skills. The ideal candidate will have experience in the construction industry or a related field and will be comfortable working in a fast-paced environment.

Responsibilities

• Administrative Support: Provide administrative support to the Administrative and Operations teams by managing schedules, handling correspondence, and preparing documents such as reports, memos, and presentations.
• Fleet Records Management: Maintain and update fleet tracking, ensuring complete vehicle, equipment and resource lists, maintenance records, registration and insurance coverage. Initiate purchase orders for vehicles, trailers, equipment and tools under the direction of Operations.
• Asset tracking: Assist with record keeping and invoice processing of purchased assets to ensure up-to-date and accurate records of Company assets.
• AP invoice receipt and recording: Assist with basic accounting tasks such as processing AP invoices and tracking vendor information. Work with the accounting department to ensure timely processing and payment of bills.
• Event Planning and Coordination: Assist with organizing HR events such as training sessions, employee recognition programs, and other company-wide activities.
• Social Media Support: Support Company social media activities by drafting content, scheduling posts, and monitoring company profiles on platforms such as LinkedIn, Facebook, and Twitter. Collaborate with HR and marketing teams to promote job openings, company culture, and employee engagement initiatives.
• Customer Service: Greet visitors and clients, answer general inquiries, and provide information as needed. Always maintain a professional and friendly demeanor.
• Other Duties Assigned: Perform additional tasks as needed to support the administrative department and overall business objectives. This may include special projects, assisting other departments, or providing support during peak workload periods.

Qualifications

• Education: High school diploma or equivalent required. An associate's degree or certification in management or business administration is preferred.
• Experience: 1-3 years of administrative experience, preferably within construction.
• Skills:
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with invoicing systems and social media platforms (LinkedIn, Facebook, Twitter)
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Other Requirements:
• Ability to work independently and as part of a team.
• Must be dependable, punctual, and have a positive attitude.
• Ability to manage multiple tasks simultaneously and prioritize effectively.

Working Conditions

• Primarily office-based with standard office hours. May require occasional overtime during peak activities.

Pilot Foundation Services is proud to offer a generous benefit package to all employees and families.

• Medical, Dental and Vision
• Group Life Insurance and AD&D
• Voluntary Supplemental Life Insurance and AD&D
• Paid Leave
• 401K