Administrative Assistant - Some Travel

LINX LLC is a company that connects people through technology, specializing in commercial network cabling. The Administrative Assistant will support the Operations Manager and Project Managers with various administrative tasks to ensure successful project completion, including documentation, billing, and procurement.

Responsibilities

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

Skills

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

Benefits

• 401K with 50% employer match up to first 4%
• 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

Company Overview