Administrative Assistant

Location: Rio Rancho, NM
Job Type: Contract-to-Hire

Position Overview

Our client is seeking a highly organized, detail-oriented Administrative Assistant to support a busy project team in Rio Rancho, NM. This is an excellent contract-to-hire opportunity for an experienced administrative professional who thrives in a fast-paced environment and enjoys supporting engineering, construction, and infrastructure projects.

The ideal candidate is proactive, professional, and capable of managing multiple priorities while providing exceptional administrative and project coordination support. This role serves as an important liaison between project managers, field personnel, office staff, and clients, helping ensure projects run efficiently from start to finish.

Key Responsibilities

• Serve as the first point of contact by professionally answering phone calls, greeting visitors, and responding to inquiries.
• Provide administrative support to project managers, project teams, and local leadership.
• Manage project documentation, ensuring document control procedures are followed and files are properly uploaded, organized, and shared.
• Coordinate meetings by preparing agendas, scheduling attendees, arranging meeting space, preparing meeting summaries, coordinating presentation materials, and ordering meals as needed.
• Prepare, edit, and format reports, presentations, spreadsheets, and other business documents.
• Develop professional PowerPoint presentations for client meetings, training sessions, and internal reviews.
• Facilitate communication between office personnel, project managers, and field teams to support project execution.
• Handle confidential and sensitive information with professionalism and discretion.
• Complete office management tasks including expense reports and special projects.
• Maintain filing systems, time reporting records, and training documentation.
• Track project schedules, deliverables, milestones, and action items.
• Assist with onboarding new project personnel.
• Support project reporting and KPI tracking.
• Maintain project document repositories and version control.
• Coordinate travel arrangements and logistics for project team members.
• Provide backup support to other administrative staff as needed.

Qualifications

Required Qualifications

• High school diploma or equivalent.
• 3+ years of administrative, office management, or project coordination experience preferred.
• Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent keyboarding and computer skills.
• Strong digital literacy and the ability to quickly learn new software applications.
• Excellent organizational skills with exceptional attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience maintaining confidential information.
• Valid New Mexico driver's license with a clean driving record.
• Ability to travel between project sites, client offices, and the local office as needed.

Preferred Qualifications

• Experience supporting construction, engineering, utility, or infrastructure projects.
• Experience working in a public utilities environment.
• Proficiency with Microsoft SharePoint and Adobe Acrobat.
• Advanced administrative or office support training.
• Self-motivated with strong planning, prioritization, and organizational skills.
• Demonstrated professionalism, diplomacy, confidentiality, and customer service excellence.
• Ability to build positive working relationships across multiple departments and project teams.