Administrative Assistant (Service Group)

Administrative Assistant (Service Group)

Charleston Office

Job Summary

The Administrative Assistant - Charleston Office, is a Full-Time position providing comprehensive administrative and operational support for both service and construction project activities within the Charleston office. This role ensures efficient management of office and field operations, supporting facilities maintenance, HVAC, boiler, water treatment, and construction projects for federal and commercial customers. The Administrative Assistant acts as a liaison among managers, technicians, customers, subcontractors, and vendors while coordinating scheduling, dispatching, invoicing, reporting, document control, and day-to-day administrative functions. Success in this role requires adaptability in a fast-paced environment, superior organizational skills, and the ability to manage multiple priorities.

Supervisory Responsibilities

• None.

Duties & Responsibilities

• Manage and organize office operations, administrative procedures, and support construction project documentation.
• Serve as the primary administrative resource for project managers, including construction and current services.
• Maintain calendars, schedule meetings, prepare agendas, track action items, and arrange travel.
• Handle all incoming/outgoing communications (emails, phone calls, correspondence, customer inquiries).
• Coordinate technician scheduling, dispatch activities, and site access for service and construction projects.
• Update customers and field personnel on schedule changes and project/service updates.
• Prepare, edit, and maintain correspondence, reports, presentations, and project files (including construction documentation).
• Maintain filing systems, shared drives, and electronic records for service and construction projects.
• Support onboarding, SOP maintenance, and administrative procedures for the office and field.
• Assist with invoicing by verifying labor, materials, contract requirements, and supporting documentation for service and construction projects.
• Coordinate with finance personnel on accounts receivable, billing inquiries, and invoice resolution.
• Compile, track, and maintain operational reports (utilization, work orders, job status, quotes, project metrics).
• Maintain complete service and project records, including work packages, inspections, closeout, and compliance records.
• Order and manage office supplies, equipment, and inventory for administrative and project needs.
• Coordinate with vendors, subcontractors, customers, and service providers for both current services and construction projects.
• Identify process improvement opportunities to streamline administrative and operational workflows.
• Provide administrative support to staff and management as needed.
• Perform other related duties as assigned.

Required Skills & Abilities

• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Exceptional organizational abilities and attention to detail.
• Ability to manage multiple priorities and deadlines in a high-volume environment.
• Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams, SharePoint, OneDrive).
• Experience with scheduling, coordination, and administrative support for construction and service projects.
• Ability to prepare reports, maintain records, and analyze administrative data.
• Knowledge of clerical procedures, records management, and filing systems.
• Effective communication across managers, technicians, customers, subcontractors, and vendors.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work both independently and collaboratively within a team.
• Strong problem-solving and process improvement skills.

Education & Experience

• Associate degree in Business Administration, Supply Chain, Operations Management, or a related field preferred.
• Four (4) or more years of experience in administrative support, service coordination, operations support, office management, or a related role such as mechanical/electrical/controls contracting preferred.
• Experience supporting facilities services, field service operations, maintenance organizations, construction, mechanical trades, or similar industries preferred.
• Experience with invoicing, scheduling, dispatching, and operational reporting preferred.
• Experience with government, healthcare, military, or commercial facilities environments preferred.
• Experience supporting administrative functions for construction projects is highly desirable.
• Experience with government contracts and billing is a plus.
• Proficiency in Procore and Bluebeam is a plus.
• Experience utilizing AI tools to improve administrative efficiency is desirable.

Physical Requirements

• Prolonged periods sitting/standing at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Ability to communicate effectively in person, by telephone, and electronically.

Work Environment

• Professional office environment supporting both office and field operations in the Charleston office.
• Frequent interaction with managers, technicians, customers, subcontractors, and vendors.
• Primarily an on-site position.
• Reasonable accommodations may be made to enable individuals with disabilities who are otherwise qualified to perform the essential functions of the position.

Benefits

• Health Insurance, paid in part by the Company.
• Supplemental Insurance available.
• Dental and Vision Insurance available.
• Long-Term Disability (LTD) Insurance paid by the Company.
• Employee Assistance Program (emotional support, work/lifestyle support, financial resources, legal guidance).
• Company 401(k) plan with competitive company match.
• 5 paid holidays annually plus 2 floating holidays.
• Continuing education and tuition assistance programs.
• Competitive PTO and Sick time.
• Year-end bonus eligibility based on annual performance reviews.
• Pet Insurance through Nationwide Pet Insurance.

Equal Opportunity Employer, including disabled and veterans.