Administrative Assistant

Position Description JH Kelly is seeking a positive, detail-oriented, and organized Administrative Assistant who will play a key role in providing flexible clerical and administrative assistance across the Structures Group, as directed by EVP and Project Management. Serve as a utility support person for leadership, preconstruction, estimating and field teams, helping with routine tasks, document organization and administrative workflows. This role will begin as a contract position with the potential to transition into a full-time opportunity. Here’s a deeper dive into what you’ll take on: Project Administration & Coordination Compiling, formatting and distributing weekly and monthly group and project reports using information provided by the team. Updating team rosters, scoreboards and weekly commitments, and coordinating meetings using information provided by team leads. Scheduling meetings, preparing agendas, taking notes and distributing follow-up items. Assist with calendars, travel arrangements, expense reports and meeting logistics. Assist with reminders and collect missing documents, outstanding signatures and routine updates, as directed. Document Control & Records Management Project folder setup, drawing uploads, document organization and user-access coordination, as directed by Project Management. Organizing, filing and distributing drawings, specifications, RFIs, submittals and project correspondence, as directed. Maintaining shared folders, departmental files and document templates. Updating logs, organizing procurement and delivery information, assembling closeout documents and other routine paperwork, as directed by Project Management. Project & Field Support Collecting, organizing and tracking turbine work timesheets, as directed. Assist with project-specific onboarding paperwork, system-access requests and training coordination outside normal HR functions. Assist field teams with device setup, loading drawing packages, organizing files and transferring field notes or signed documents, as directed. Preconstruction & Procurement Support Setting up bid folders, organizing bid documents, distributing RFPs and following up on quotations, as directed by preconstruction and estimating. Updating logs, organizing procurement and delivery information, assembling closeout documents and other routine paperwork, as directed by Project Management. Technology & AI Support Use company-approved AI tools to assist with correspondence, meeting notes, reports, spreadsheets and document preparation. Assist with approved templates, simple automations and AI challenge administration, as directed. Review work for accuracy and follow company confidentiality, AI and IT requirements. Administrative & Team Support Provide administrative assistance wherever needed across the group, including office supplies, equipment coordination, deliveries and other tasks assigned by the EVP or Project Management. Additional Duties Assist and provide administrative support to ensure timely and accurate task completion. Perform additional tasks and projects as assigned. Position Requirements What You Bring Experience: 1–3 years of administrative support experience; construction industry experience preferred. Experience working with office coordination and operations teams. Prior experience with Stratus software preferred. Education: High school diploma or equivalent required. Associate or Bachelor’s degree a plus Skills: Proficiency in MS Office (Excel, Word, Outlook). Comfortable in a fast-paced environment with multiple tasks and projects at hand. Able to organize and manage large amounts of files, tasks, schedules, and information. Self-directed and able to work with limited supervision. Energetic and eager to prioritize workload and tackle new projects and ideas. The ability to input data with a high degree of accuracy and attention to detail. Strong collaboration skills with customers, operations managers, field, and office p…

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