Administrative Assistant

The Porter Company•Manchaca, TX

33d•Onsite

About The Position

The Administrative Assistant is an entry-level position responsible for providing administrative and operational support to company leadership and office staff. This role assists with day-to-day office operations, facility coordination, onboarding activities, vendor communications, recordkeeping, and general administrative functions. The Administrative Assistant helps ensure the office operates efficiently while delivering excellent customer service to employees, applicants, vendors, and visitors.

Requirements

High School Diploma or GED required.
Proficient in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Strong written communication skills with the ability to prepare professional correspondence and documents.
Strong verbal communication and customer service skills.
Excellent organizational and time management abilities.
High attention to detail and accuracy.
Ability to manage multiple tasks and priorities in a fast-paced environment.
Strong data entry and recordkeeping skills.
Ability to maintain confidentiality and handle sensitive information appropriately.
Effective problem-solving and follow-up skills.
Ability to learn new software systems and administrative processes quickly.
Positive, service-oriented attitude and professional demeanor.
Strong interpersonal skills and the ability to build positive working relationships.
Dependable, punctual, and accountable.
Adaptable and flexible when priorities change.
Self-starter who takes initiative and ownership of assignments.
Demonstrates high integrity and professional ethics.
Maintains confidentiality and discretion in all matters.
Well organized and detail oriented.
Open and approachable communication style.
Team player willing to assist others as needed.
Solutions-oriented mindset with a willingness to learn and grow professionally.
Demonstrates commitment to company values and operating procedures.
Must have the demonstrated ability to effectively communicate in English, cooperate, and collaborate with multiple levels of customers, employees, unions, government agencies, vendors and suppliers, and other contractor organizations.

Nice To Haves

Associate's degree in Business Administration, Office Administration, Human Resources, or a related field preferred.
1-2 years of experience in an administrative, office support, customer service, or clerical role.
Experience in a construction, manufacturing, or service-based environment is a plus.
Experience using Microsoft Office applications in a business setting preferred.

Responsibilities

Complete administrative tasks assigned by management to support daily office operations.
Serve as the first point of contact for visitors, applicants, employees, vendors, and callers.
Maintain office calendars, conference room schedules, and meeting arrangements.
Coordinate meetings, conference calls, training sessions, and company events.
Create, organize, maintain, and audit electronic and paper filing systems.
Assist with employee onboarding activities, including preparing new hire packets, scheduling orientations, collecting required documentation, and coordinating onboarding logistics.
Maintain onboarding, training, certification, and personnel records.
Assist with employee communications, announcements, and distribution of company documents.
Order and maintain office supplies, breakroom supplies, and other administrative inventory.
Coordinate with office vendors, service providers, delivery personnel, and building management.
Distribute incoming mail and prepare outgoing mail and shipments.
Assist with company events, employee recognition programs, training sessions, and meetings, and occasional meals and entertainment.
Maintain office equipment and coordinate service requests when needed.
Track invoices, receipts, purchase requests, and office expenditures as assigned.
Assist with data entry, report generation, and database maintenance.
Support management with special projects and administrative initiatives.
Practice excellent organization and maintain accuracy while managing multiple priorities.
Quickly learn and apply new administrative processes and software systems.
Work independently with minimal supervision after receiving direction and training.
Comply with all company policies, procedures, and safety requirements.
Maintain confidentiality of employee, company, and business information.
Able to work 40 hours per week in office.