Administrative Assistant

JOB SUMMARY

The Administrative Assistant for Field Operations and Safety Compliance is a key team member responsible for managing and supporting the administrative functions, initiatives, and data management for the Charlotte Field Leadership (Manager and Supervisors) and the broader Safety Team. This role requires exceptional organizational skills, advanced data proficiency, and a serious commitment to accuracy, particularly regarding operational metrics and regulatory safety documentation.

Field Operations & Leadership Support

• Coordinate and schedule meetings, manage calendars, and ensure timely follow-up for the Manager of Field Operations and Field Ops Supervisors.
• Support the logistics and planning for large group events, outings, celebrations, training sessions, and internal/external meetings.
• Maintain open and effective communication with all internal groups within the Division and Company.
• General Administrative duties as needed, utilizing time productively, maximizing efficiency, and meeting challenging work goals.

Safety Data Management

• Manage critical data entry and maintenance for safety compliance, including:
• Crane Lift Entries, Field Visit Reports, and RECs (Risk Evaluation Checklists).

Generate and issue Training Cards for in-house certifications (e.g., Forklift, Lull).

Assist in responding to project prequalification requests, compiling required safety statistics, and program materials.

Process SLCP(Safety Loss Control Program) and SDS (Safety Data Sheet) requests as needed.

Maintain the Safety One Drive and track inventory for safety signage, supplies (PTP, RECs), and tools (safety cage & supply closet).

Financial and Vendor Administration

• Support the Manager of Field Operations in the preparation and tracking of the Field Ops Budget and monthly expense reports.
• Generate Purchase Orders (POs) for approved supplies, services, and incentives (e.g., White Cap, Jack Nadel).
• Manage credit card reconciliation for departmental purchases.
• Process expense reports for reimbursements
• Mange and process gift cards, along with coordinating with the admin gatekeeper on cards
• Resolve problem invoices within the invoice system (e.g., Doc Link) and serve as the main point of contact for key vendors.

Reporting, Communication, and Data Analysis

• Generate detailed reports in Smart Sheet, Excel, Word, and other similar programs to support operational and safety initiatives.
• Utilize advanced skills in Microsoft Excel (e.g., pivot tables, various functions, and shortcuts) for data analysis and reporting.
• Proficiently develop high-quality presentations and reports using PowerPoint, Prezi, or similar programs.
• Assist in developing and delivering internal and external communications to Local Unions, Field Leaders, Customers, Vendors, and Suppliers.
• Maintain positive and effective relationships with clients, vendors, and the internal team.
• Perform note-taking during management meetings and generate a report for distribution

Education and Experience

• High school diploma or GED required.
• 1-3 years of experience in an administrative position, preferably in construction or a related industrial field.
• At least one year of experience in technical writing, editing, and proofreading.
• Basic understanding of business budget processes.
• Proficient in the Microsoft Office Suite (Outlook, PowerPoint, Excel, and Word).
• Exceptional command of Excel, including advanced functions, and Adobe Acrobat Professional.
• Proficient in the use of Smartsheet for reporting and tracking.
• Computer savvy and capable of quickly learning new software, processes, and programs.

Knowledge, Skills, and Abilities

• Organizational Mastery:
  Highly detail-oriented with strong organizational skills; ability to prioritize work, handle multiple tasks, and meet challenging deadlines.
• Problem Solving:
  Able to solve problems using critical thinking skills, displaying patience, and a detail-oriented approach.
• Communication:
  Excellent communication skills-both written and verbal-and excellent note-taking skills.
• Independence & Teamwork:
  Ability to perform independently with minimum supervision; must be flexible and able to identify opportunities to…