Administrative Assistant

About the Position J. L. Santos, LLC is seeking an organized, dependable, and proactive Administrative Assistant to support our CEO, leadership team, and daily business operations. This position also includes researching federal, state, and local government contracting opportunities each business day and helping coordinate bid and proposal documentation. We are a growing small business looking for someone who communicates professionally, follows through on assignments, handles confidential information with discretion, and can manage multiple priorities. Our services include janitorial and custodial services; construction, renovations, and interior buildouts; electrical, plumbing, HVAC, low-voltage, and life-safety systems; facilities operations and maintenance; landscaping; information technology; and telecommunications. Administrative and Executive Support Assist the CEO with daily priorities, calendar management, appointments, meetings, business correspondence, and follow-up tasks. Coordinate schedules and communications among the CEO, COO, project managers, employees, clients, vendors, and subcontractors. Prepare and proofread emails, letters, reports, presentations, meeting agendas, and meeting minutes. Track action items, send reminders, and follow up until assignments are completed. Answer and direct telephone calls and emails, assist visitors, and handle incoming and outgoing correspondence. Organize electronic and paper files, including contracts, company records, employee documents, vendor information, and project correspondence. Coordinate business travel, appointments, office supplies, equipment needs, and other routine office arrangements. Assist with interview scheduling, onboarding paperwork, timesheet collection, and maintaining employee records. Provide daily updates on completed assignments, outstanding items, deadlines, and matters requiring management’s attention. Daily Government Contract Research and Bid Support Search federal, state, county, city, school district, public agency, and prime contractor procurement websites each business day. Identify opportunities matching the company’s capabilities, service areas, qualifications, certifications, and available resources. Research janitorial, custodial, facilities maintenance, landscaping, IT, telecommunications, construction, and renovation opportunities. Include construction opportunities involving framing, drywall, insulation, acoustical ceilings, carpentry, doors and frames, millwork, painting, flooring, electrical, plumbing, HVAC, site work, and related building services. Review solicitations and summarize the scope, location, eligibility requirements, required documents, site visits, question deadlines, and proposal due dates. Maintain a shared opportunity tracker showing agency contacts, solicitation numbers, deadlines, assigned staff, management decisions, and submission status. Provide the CEO and designated leadership with a daily summary of relevant opportunities and approaching deadlines. Monitor solicitation amendments, answers to questions, and changes to submission requirements. Coordinate pre-bid meetings, site visits, vendor outreach, and follow-up communications. Help assemble capability statements, project references, certifications, company forms, and other bid documents for management review. Assist with approved proposal submissions, retain confirmation records, and track responses and award notices. Maintain procurement profiles and track registration, license, insurance, and certification renewal dates. Project and Financial Administrative Support Assist project managers with meeting schedules, document logs, submittal tracking, change order records, and project correspondence. Upload, organize, and track documents in Procore or other company systems. Request and organize subcontractor and vendor paperwork, quotations, insurance certificates, invoices, and related records. Track invoices, purchase orders, receipts, expenses…

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