Administrative Assistant - Operations

Position Summary Tank Builders, Inc. is seeking a highly organized and detail-oriented Administrative Assistant to support our Operations Department. This position provides administrative support to the Vice President of Operations, Estimating Team, and Project Management Team by assisting with documentation, recordkeeping, correspondence, scheduling, reporting, and other administrative activities that help the department operate efficiently. This is an administrative support position and is not responsible for independently managing projects, performing estimating functions, or making technical, operational, or financial decisions. Construction industry experience is beneficial but not required. Work Location & Employment Eligibility This position is based in Fort Worth, Texas and requires regular on-site attendance Monday through Friday. Remote, hybrid, and work-from-home arrangements are not available for this role. Candidates must be legally authorized to work in the United States at the time of hire and maintain authorization throughout employment. Tank Builders, Inc. does not sponsor employment visas for this position now or in the future. Relocation assistance is not available for this position. Applicants should be able to commute to the assigned work location. Essential Duties and Responsibilities Administrative & Operations Support · Provide administrative support to the Vice President of Operations and Operations Department. · Provide direct administrative support to the Estimating and Project Management teams. · Prepare, format, organize, and maintain reports, spreadsheets, correspondence, forms, and other business documents. · Maintain organized electronic and hard-copy records and filing systems. · Track outstanding documents, action items, and follow-up requirements. · Coordinate calendars, meetings, schedules, and department communications. · Prepare meeting agendas, document meeting notes, and distribute follow-up items. · Coordinate routine communications with customers, vendors, subcontractors, field personnel, and internal departments as directed. Estimating Support · Assist with administrative activities related to bid opportunities, proposal preparation, and bid tracking. · Organize bid documents, drawings, specifications, addenda, vendor quotations, and estimating records. · Assist with preparing and formatting proposals, qualification packages, and supporting documentation. · Maintain estimating logs, records, and tracking documentation. · Support vendor and subcontractor follow-up activities as assigned. Project Documentation & Closeout Support · Assist Project Managers with administrative tasks associated with project setup, execution, and closeout. · Prepare and maintain project documentation including RFIs, submittals, transmittals, purchase orders, tracking logs, and completion records. · Organize and distribute project correspondence and documentation. · Assist with maintaining vendor and subcontractor records, including certificates of insurance, W-9s, safety documentation, and related files. · Track project-related records including procurement documentation, material deliveries, change order support documentation, and other assigned records. · Maintain organized project filing systems and records. · Assist with compiling project closeout documentation, including warranties, as-built documentation, final reports, and turnover packages. General Administrative Support · Support departmental organization, communication, and workflow efficiency. · Assist with data entry, reporting, document management, and special projects. · Learn and follow company administrative procedures, document standards, and internal systems. · Provide back-up administrative support to other departments assigned. · Perform other duties and responsibili…

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