Administrative Assistant (Service Group)

Administrative Assistant (Service Group) Charleston Office Job Summary The Administrative Assistant – Charleston Office, is a Full-Time position providing comprehensive administrative and operational support for both service and construction project activities within the Charleston office. This role ensures efficient management of office and field operations, supporting facilities maintenance, HVAC, boiler, water treatment, and construction projects for federal and commercial customers. The Administrative Assistant acts as a liaison among managers, technicians, customers, subcontractors, and vendors while coordinating scheduling, dispatching, invoicing, reporting, document control, and day-to-day administrative functions. Success in this role requires adaptability in a fast-paced environment, superior organizational skills, and the ability to manage multiple priorities. Supervisory Responsibilities None. Duties & Responsibilities Manage and organize office operations, administrative procedures, and support construction project documentation. Serve as the primary administrative resource for project managers, including construction and current services. Maintain calendars, schedule meetings, prepare agendas, track action items, and arrange travel. Handle all incoming/outgoing communications (emails, phone calls, correspondence, customer inquiries). Coordinate technician scheduling, dispatch activities, and site access for service and construction projects. Update customers and field personnel on schedule changes and project/service updates. Prepare, edit, and maintain correspondence, reports, presentations, and project files (including construction documentation). Maintain filing systems, shared drives, and electronic records for service and construction projects. Support onboarding, SOP maintenance, and administrative procedures for the office and field. Assist with invoicing by verifying labor, materials, contract requirements, and supporting documentation for service and construction projects. Coordinate with finance personnel on accounts receivable, billing inquiries, and invoice resolution. Compile, track, and maintain operational reports (utilization, work orders, job status, quotes, project metrics). Maintain complete service and project records, including work packages, inspections, closeout, and compliance records. Order and manage office supplies, equipment, and inventory for administrative and project needs. Coordinate with vendors, subcontractors, customers, and service providers for both current services and construction projects. Identify process improvement opportunities to streamline administrative and operational workflows. Provide administrative support to staff and management as needed. Perform other related duties as assigned. Required Skills & Abilities Excellent verbal and written communication skills. Strong interpersonal and customer service skills. Exceptional organizational abilities and attention to detail. Ability to manage multiple priorities and deadlines in a high-volume environment. Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams, SharePoint, OneDrive). Experience with scheduling, coordination, and administrative support for construction and service projects. Ability to prepare reports, maintain records, and analyze administrative data. Knowledge of clerical procedures, records management, and filing systems. Effective communication across managers, technicians, customers, subcontractors, and vendors. Ability to maintain confidentiality and exercise sound judgment. Ability to work both independently and collaboratively within a team. Strong problem-solving and process improvement skills. Education & Experience Associate degree in Business Administration, Supply Chain, Operations Management, or a related field preferred. Four (4) or more years of experience in administrative support, service coordination, operations support, office management, or a related role s…

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