Admin Assistant

ADMIN ASSISTANT

Are you inquisitive with strong attention to detail?

Do you thrive in a fast paced, high pressure environment?

Do you deal well with a great deal of change, shifting priorities, deadlines, and goals?

If the above describes you take this

2 STEP PROCESS:

1. Upload your Resume

2. Take the Survey using the link below.

https://go.cultureindex.com/p/qnCKcRMywzAmfyTaxP

We are looking for a highly skilled Administrative Assistant to support our high-growth construction company. This role requires exceptional organizational skills and ability to independently manage multiple critical administrative functions.

Key Responsibilities:

General Administration

• Run essential business errands
• Manage office supplies and equipment
• Process expense reports using Expensify
• Schedule and coordinate company events
• Maintain filing systems (digital and physical)

Executive Support

• Manage executive calendar with precision using Microsoft Outlook
• Coordinate high-level meetings with clients, partners, and internal teams
• Process and prioritize correspondence (email, phone, written)
• Prepare meeting materials, presentations, and reports
• Execute confidential/sensitive matters with discretion
• Insurance Administration

HR Administration

• Execute onboarding processes with documentation verification
• Conduct offboarding procedures including exit interviews
• Maintain personnel files in BambooHR
• Assist with benefits administration and enrollment
• Support recruiting efforts with interview scheduling

General Administration

• Run essential business errands
• Manage office supplies and equipment
• Process expense reports using Expensify
• Schedule and coordinate company events
• Maintain filing systems (digital and physical)

Truck Fleet Management

• Manage our fleet truck and the truck maintenance schedules
• Manage vehicle registrations, licenses, and permits
• Coordinate repairs and service appointments
• Maintain driver qualification files with verification protocol
• Process fuel card transactions and usage reports

Required Verification Tasks

Each responsibility includes specific verification points:

• Calendar Management
• Meeting preparation checklist completion
• Follow-up action tracking documentation
• Insurance Documentation
• Certificate issuance log with expiration tracking
• Monthly compliance verification report
• Claims status tracking dashboard
• Fleet Management
• Vehicle inspection completion verification
• Maintenance schedule adherence report
• Driver qualification file audit documentation
• HR Processes
• Onboarding checklist with signature verification
• Offboarding procedure completion documentation
• Benefits enrollment verification report
• Administrative Tasks
• Expense report reconciliation verification
• Supplies inventory and ordering
• Filing system audit completion documentation

Required Skills & Qualifications

• 5 years administrative experience, preferably in construction
• Proficiency in Microsoft Teams and Companion Apps.
• Procore
• Outstanding organizational and time management abilities
• Excellent written and verbal communication
• Problem-solving mindset with attention to detail
• Ability to handle confidential information with discretion

Software Proficiency Requirements

• Microsoft 365 Suite - Advanced level
• Procore - Intermediate level for document control
• FleetIO - Intermediate level for fleet management
• BambooHR - Intermediate level for personnel management
• Expensify - Intermediate level for expense processing

Performance Metrics

• 100% compliance rate for insurance documentation
• 95% on-time completion of administrative tasks
• 48-hour response time for all requests
• Zero missed deadlines for critical executive functions
• 100% accuracy in document preparation

Reporting Structure

Reports directly to Chief Operations Officer.

Job Type: Full-time

Pay: $45,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift

Ability to Relocate:

• Wilmington, NC 28405: Relocate before starting work (Required)

Work Location: In person

Salary : $45,000 - $65,000