Administrative Assistant

We are looking for a detail-oriented Administrative Assistant to support daily office and project coordination in Minnesota. This position is ideal for someone who can manage competing priorities, communicate effectively, and handle sensitive information with discretion. The role requires strong organizational ability, comfort with office software and administrative systems, and a proactive approach to keeping operations running smoothly.

Responsibilities:

• Manage day-to-day administrative activities while maintaining a detail-oriented and service-focused office environment.

• Track office inventory, replenish supplies, and arrange purchases to keep the field office and equipment fully supported.

• Obtain pricing and coordinate vendor quotes for office needs, site services, and project-related materials as requested.

• Review, code, and submit office and project invoices through the appropriate approval workflow.

• Prepare and process employee expense documentation, including credit card reports, reimbursements, and voucher tracking.

• Coordinate check requests and help ensure timely routing for authorization and payment.

• Update subcontractor bid lists and organize electronic project documentation for assigned jobs.

• Provide administrative and accounting support across multiple projects, including data entry, record maintenance, and follow-up tasks.

• Arrange meals and logistical support for meetings, and communicate effectively with staff, visitors, vendors, and subcontractors.

• At least 1 year of experience in an administrative or office support role.

• Strong ability to organize work, manage deadlines, and handle several priorities at the same time.

• Excellent written and verbal communication skills with a courteous and attentive approach.

• Proven attention to detail and accuracy when handling documents, coding invoices, and entering data.

• Ability to work independently, remain composed under pressure, and adapt to changing needs throughout the day.

• High level of discretion and sound judgment when working with confidential information.

• Proficiency with common office technology and software, including Microsoft Office, Office 365, Microsoft Teams, CMiC, and Bluebeam.