Administrative Assistant

Position Summary

The Administrative Assistant provides reliable administrative and operational support to the Construction organization. This role will support the President of Construction and VP of Construction Operations, with the potential to support additional director-level leaders as business needs develop.

The Administrative Assistant will help maintain the operating rhythm of the department by managing calendars, meetings, travel, expenses, events, onboarding logistics, organizational updates, device coordination, and other recurring business-support activities. The role will also help preserve organizational knowledge by recognizing repeated work and finding or creating clear, usable documentation for recurring processes.

This position is expected to begin at approximately 30 hours per week. The role may expand to full-time as the volume and scope of Business Support responsibilities grow; any expansion will be based on sustained demand and demonstrated organizational need.

Who we are:

At ColonialWebb, we are deeply committed to our people, our culture, and the continued growth of our business. As a full-service MEP (Mechanical, Electrical, and Plumbing) contractor, we pride ourselves on the quality and expertise of our teams, who work across a diverse range of specialties, including New Construction, Mechanical Service, Industrial Refrigeration, and Manufacturing. For over 50 years, we've been dedicated to delivering comprehensive solutions and unmatched service to our commercial customers, earning a reputation as a trusted contractor in the industry.

Perks of joining ColonialWebb:

• Competitive pay of $32-34 an hour
• Career development and progression
• 401(k) plan with company match
• PTO and paid holidays
• Excellent medical, dental, life, vision and disability benefits
• Employee Assistance Program
• Employee referral incentives

A Day in the life:

Administrative Responsibilities

• Manage calendars for the President of Construction and VP of Construction Operations, including scheduling, rescheduling, prioritization, and protection of focus time.
• Coordinate construction-specific meetings, including scheduling, attendee coordination, room and technology logistics, agendas, materials, and follow-up.
• Prepare and process weekly expense reports, including receipt collection, review, and validation of cost-center information.
• Coordinate domestic travel accommodations, including transportation, lodging, itineraries, and changes as needed.
• Plan and coordinate business-unit celebration dinners, team events, and related logistics.
• Coordinate registrations for conferences, golf tournaments, charity events, and similar activities.
• Provide administrative support to additional director-level Construction leaders as assigned and as capacity allows.
• Support the Executive Assistant to the COO/CEO with defined administrative or coordination tasks as needed, particularly during high-volume periods, leadership-team activities, or shared company events.

Business Operations Support

• Support new-hire coordination from offer acceptance through the employee’s first weeks, including meeting scheduling, desk and equipment readiness, welcome communications, and coordination with relevant internal partners.
• Coordinate promotion-related activities with department leaders, communicate employee promotions, and facilitate follow-up updates such as business card orders, estimating form revisions, organizational updates, and other role-related changes.
• Manage construction device coordination, including Verizon Wireless account and device administration, new device deployments, replacement cell phones and tablets, and related tracking.
• Maintain department calendars, planning cycles, and recurring deadlines.
• Coordinate department communications and organizational updates with appropriate leaders and internal partners.
• Maintain team organizational charts, including updates in Microsoft Teams and Workday.
• Maintain department templates, forms, contact lists, and shared documentation.
• Process Documentation and Repeatability
• Find existing process documentation and determine whether it is current, accessible, and usable.
• Create or update straightforward process documentation, checklists, trackers, and reference materials for recurring work.
• Maintain documentation in the appropriate shared location and help ensure the right stakeholders know where to find it.
• Escalate repeated or unclear work to the Executive Assistant / functional manager for broader review and potential consistency improvements.

What We’re Looking For

• We are looking for a dependable, highly organized coordinator who enjoys bringing order to complex schedules, recurring processes, and fast-moving requests. The successful candidate will be comfortable supporting senior leaders, working with confidential information, coordinating across teams, and following details through to completion.

Required Qualifications

• Approximately 3 years of experience in executive support, administrative coordination, business operations, project coordination, or a related role.
• Experience managing complex calendars, scheduling meetings, coordinating travel, and processing expenses.
• Strong written and verbal communication skills, including the ability to communicate professionally with senior leaders and broad employee audiences.
• Strong attention to detail and a consistent approach to tracking deadlines, follow-ups, records, and administrative changes.
• Ability to manage multiple priorities, adjust to changing needs, and work independently within defined expectations.
• Proficiency with Microsoft Office, including Outlook, Excel, Word, PowerPoint, and Microsoft Teams.
• Ability to handle confidential employee, financial, organizational, and leadership information with discretion.
• Ability to work approximately 30 hours per week with dependable availability aligned to the needs of the Construction organization.

Preferred Qualifications

• Experience supporting construction, engineering, field operations, professional services, or another project-driven environment.
• Experience with Workday, Verizon Wireless administration, expense-management systems, or organizational-chart tools.
• Experience creating or maintaining standard operating procedures, checklists, trackers, forms, or shared team resources.
• Associate or bachelor’s degree in business administration, operations, communications, or a related field.

EOE M/W/Disability/Veterans and those with previous military experience are encouraged to apply