Administrative Assistant

• performs any combination of basic clerical and administrative support tasks
• answering phones, conveying messages, opening and routing incoming mail
• preparing outgoing mail, copying, scanning, faxing and/or filing
• files and maintains departmental records
• assists the department in carrying out various programs and procedures
• may answer multiple phone lines, organizes meetings and may attend to take notes
• interacts with internal and/or external sources via email and/or telephone
• order’s office supplies as needed
• follows clearly defined procedures to complete daily tasks and responsibilities
• uses existing procedures to solve straightforward problems without the consistent need to exercise discretion
• performs all other duties as assigned by management

• supports the local office as well as site activities at construction projects
• performs payroll entry and ensures accurate production data
• helps coordinate Safety training for incoming employees
• takes on other duties based on specific needs of assigned job site (updating spreadsheets, scanning forms, updating project folders, shipping and receiving mail and packages, general upkeep of the job trailer and office environment)
• assist Superintendent in directing new employees to the site orientation
• maintain documentation needed for employees on that job site
• works with Recruiting, site, and customer team to maintain WWID’s on the Intel site
• schedule training for incoming employees
• responsible for time entry for employees on the job site, providing the Superintendent with weekly time sheets, verifying attendance, inputting daily time sheets into Coins, paying drive time, mileage, vacation and sick pay
• complete payroll reports per pay period for the project as requested by the project manager

• Collect, scan, and organize expense receipts from multiple sources
• Accurately enter expense data into Deltek Costpoint
• Distinguish between allowable and unallowable charges
• Communicate with travelers to resolve missing or incomplete documentation
• Maintain organized digital and physical expense records
• Ensure timely, accurate, and compliant submission of expense reports
• Provide general office administrative support
• Work from the office regularly during normal business hours
• Receive, log, and help manage deliveries to the office
• Prepare and ship technical equipment to internal teams as needed
• Maintain organization of office supplies, equipment, and records
• Support coordination between office staff and remote employees

Part-Time Administrative Assistant – Expense Reporting

• Assist flight commanders in providing data as requested by the Commander's Support Staff in support of administrative programs.
• Assist flight commanders in the preparation, maintenance, and disposition of administrative reports and other correspondence.
• Act as the point of contact for all newly assigned aircrew; orient them regarding the basic functions of the organization, introduce them to key personnel, and schedule their initial training/orientation requirements.
• Coordinate with UDM to schedule required pre-departure training with the deploying personnel and their supervision.
• Provide deployment data/information that enables the UDM to schedule/coordinate with wing, base and higher headquarters offices on deployment issues and maintain mobility/training folders/documentation IAW DoD Foreign Clearance Guide, AFI 10-403, AFI 33-332, and guidance associated with Geographic Combatant Command/Major Command (MAJCOM)/Installation supplements, and locally developed guidance.
• Prepare and submit a list of requirements for purchase in support of aircrew deployment to the UDM and resource advisor.
• Provide aircrew pre-deployment/post-deployment mobility, logistics, security, ancillary training, medical, and dental requirements to the UDM.
• Assist flight commanders with data collection for deployment reporting in the Defense Readiness Reporting System (DRRS), Status of Resources and Training System (SORTS), and the Air Expeditionary Force Reporting Tool (ART) including Unit Type Code posturing and individual status updates and provide to commander and UDM.

Squadron Administrative Support Specialist

• Provide administrative support to the Preconstruction team, including estimators, preconstruction managers, and department leadership.
• Collect, organize, and maintain preconstruction documentation such as bid invitations, vendor and subcontractor quotes, material takeoff reports, estimate documentation, and scope documents.
• Assist with bid and proposal preparation, including compiling exhibits, narratives, schedules, and other required documents.
• Maintain a complete Preconstruction Calendar to track bid due dates, addenda, clarifications, and submission requirements across multiple projects.
• Utilize Building Connected Software to coordinate communication with vendors, subcontractors, suppliers, and internal teams to collect pricing, qualifications, and required pre-bid documentation.
• Utilize Salesforce Software to assist with input and maintenance of data in estimating, project management, and document control systems.
• Maintain preconstruction filing systems in accordance with company standards.
• Support handoff from preconstruction to operations by organizing estimate summaries, scope clarifications, assumptions, and project start-up documentation.
• Prepare meeting materials, agendas, and notes for preconstruction meetings as needed.
• Assist with reporting and tracking of preconstruction metrics such as bid volume, win/loss data, and workload forecasting.
• Perform general administrative duties including scheduling, correspondence, document formatting, and internal coordination.
• Ability to work remotely and manage work load in an independent environment.

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Administrative Assistant

Administrative Assistant

Part-Time Administrative Assistant – Expense Reporting

Squadron Administrative Support Specialist

Administrative Assistant – Pre-Construction