Bilingual Administrative Assistant

TEAMLINX LLC • Salt Lake City, UT

1d • $22 - $26 • Onsite

About The Position

This role supports the Operations Manager and Project Managers with various administrative tasks crucial for successful project completion. Key responsibilities include managing time entry, setting up projects in Great Plains and SharePoint, handling billing and documentation, and facilitating information flow. The position also involves assisting with procurement, onboarding new employees, and coordinating project closeout procedures. The ideal candidate will possess strong communication, organization, and time management skills.

Requirements

• Minimum 2-year degree or equivalent work experience
• Excellent organization skills
• Excellent written and verbal communication skills
• Ability to analyze data, identify trends and make sound recommendations
• Proficient with Microsoft Office Suite, including Word, Excel and PowerPoint
• Basic working knowledge of project management related to construction projects
• Ability to influence others without direct authority

Nice To Haves

• 1-year Great Plains experience
• 1-year ProCore experience

Responsibilities

• Enter jobs into Great Plains & SharePoint, create job folders, process approved change orders, and handle prequals/credit applications.
• Work with PMs to ensure accurate/timely billing, create invoices & pay applications in Great Plains, send/upload billings, and track change orders.
• Submit expense reports, process per diem/check requests, approve fuel invoices, and manage temp time entry with corporate.
• Oversee setup, execution, billing, and tracking of projects, coordinate internal/external meetings, and manage project info flow.
• Order office/job site supplies, PPE, fuel, ice, and water; track & order consumable materials; receive, input, and transfer materials.
• Assist with new hire onboarding, I-9s, LINX setup, on-site orientations, GC screenings, and corporate coordination.
• Apply for city/state licenses, process DCAT requests/renewals, and track expiration dates.
• Upload/download project docs, create warranty letters, O&Ms, as-builts, and manage closeout/postmortem reviews.
• Reserve training rooms, order food for meetings, type correspondence, coordinate travel, and create labels for installations.

Benefits

• 401K with 50% employer match up to first 5%
• Insurance options including Medical plans with Flexible Spending and/or Health Savings Accounts, Disability, Dental and Vision
• 8 Paid Holidays
• 3 weeks Paid Time Off (PTO) combining sick pay and vacation days
• Career growth opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree