Project Administrative Assistant

Brice Equipment, LLC

Regular

JOB SUMMARY:  

The Project Administrative Assistant will play a central role in supporting technical, administrative, accounting, and project-related functions to ensure smooth day-to-day operations. This position serves as the first point of contact for visitors and callers while also providing behind-the-scenes support to multiple departments. Success in this role requires personal initiative, a professional and positive attitude, and a willingness to learn. Assignments are often deadline-driven, so the Project Administrative Assistant must be able to set priorities, take ownership of projects, work efficiently, and consistently produce high-quality results in a fast-paced environment.

ESSENTIAL FUNCTIONS:

• Greet and assist visitors, ensuring they are directed to the appropriate location or contact.
• Maintain and update office directories.
• Collect and distribute daily mail to staff.
• Receive and log packages, including certified deliveries.
• Manage calendars for personnel, vehicle usage, and field telephone/Wi-Fi devices.
• Schedule conference rooms and provide meeting setup support.
• Carry out errands and deliveries to support daily business functions.
• Order and maintain inventory of office and kitchen supplies.
• Serve as the primary contact for office equipment maintenance and troubleshooting.
• Coordinate travel requests and arrangements.
• Schedule and track all employee training and certifications.
• Expedite requests and processes as needed to support operational efficiency.
• Assist in preparing and processing employee expense reports.
• Support credit card reconciliation processes.
• Assist with invoice processing, including scanning, filing, and maintaining electronic and hard copy records.
• Assist Project Managers in preparing materials and logistics for fieldwork.
• Assemble Job Boxes with required documentation and supplies.
• Assist in ordering and expediting field supplies to meet project timelines.
• Assist with union dispatching for union employees for projects.
• Assist with union employee hiring requests and internal tracking for projects.
• Administer new employee drug testing during the onboarding process as needed.
• Facilitate referrals for drug testing to be scheduled for non-local hiring as needed.
• Work in a constant state of alertness and in a safe manner.
• Perform other duties as directed.

SUPERVISORY RESPONSIBILITIES:

This job does not have any supervisory responsibilities.

KNOWLEDGE, SKILLS, & ABILITIES:

• Basic understanding of administrative and accounting principles, practices, and procedures.
• Working knowledge of office systems, processes, and administrative best practices.
• Skilled at maintaining confidentiality and handling sensitive information with discretion.
• Ability to work in a Native Corporation multi-business environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to use collaborative tools like Microsoft Teams, Zoom, or Slack for communication and scheduling.
• Excellent verbal and written communication skills for interacting with employees, business partners, and clients.
• Strong time management, organizational, and prioritization skills.
• Accurate data entry skills with high attention to detail.
• Ability to adapt quickly to changing priorities and learn new systems or processes.
• Familiarity with document management systems and electronic filing best practices.
• Greet and assist visitors in a professional, service-oriented manner.
• Customer service skills focused on creating positive experiences for visitors and internal staff.
• Follow verbal and written instructions to complete assignments efficiently.
• Ability to work independently with minimal supervision while escalating issues appropriately.
• Manage multiple tasks and deadlines simultaneously in a fast-paced environment.
• Collaborate effectively in a team setting while also working independently.
• Maintain a professional appearance consistent with company standards.
• Safely and efficiently operate a motor vehicle.

MINIMUM QUALIFICATIONS

• High School Diploma or equivalent required.
• Associate’s or Bachelor’s degree in Business Administration, Office Management, or related field preferred.
• One (1) year prior experience in administrative support or office coordination roles preferred.
• Valid state driver’s license and qualified to operate a vehicle under the conditions of the Company’s Driving Policy.
• Ability to pass drug, driving, an