Administrative Assistant

Job Details

Description

Our mission at WesTech is to help communities thrive by delivering high-quality water solutions with superior service – safely and sustainably. To achieve this mission, we recruit great people to be part of our collegial and collaborative teams in engineering, design, project management, field service, plant operations, professional services and more.

As one of the leading operating brands of Swire Water, our values of integrity, humility, endeavor, excellence and continuity make this an outstanding working environment. Our continuing success creates attractive opportunities for purpose-driven professionals to develop new skills, support vital industries, and grow their careers.

Summary

We are seeking a detail-oriented, proactive, and highly organized Administrative Assistant to support our Rentals & Operations team, which includes three core areas: field operations, asset management, and project execution. This role supports the entire department with administrative functions, meeting coordination, reporting, document management, and more. You’ll also work directly with the EVP of Rentals & Operations to support scheduling, follow-ups, and key communications.

This is a fast-paced, collaborative role that requires someone who can juggle multiple priorities while staying upbeat and organized.

Some Of The Work You Will Do

• Coordinate and schedule recurring team meetings, one-on-ones, and leadership huddles
• Take clear, concise notes during meetings, document action items, and ensure timely follow-ups
• Support administrative and documentation needs related to new project setup
• Maintain and organize policies, procedures, and documentation across field sites
• Help Management review field operations PCARD purchases and provide regular reports and insights to management
• Coordinate travel arrangements and accommodations for field and project personnel
• Track and update recurring reports and ensure timely submission by responsible parties
• Organize and maintain site-specific documentation; perform basic audits to ensure completeness and accuracy
• Assist in the creation, formatting, and distribution of templates, reports, and presentation materials
• Help maintain and update the Site-Specific Training Matrix for equipment and compliance tracking
• Coordinate birthdays, anniversaries, team milestones, and occasional celebrations
• Organize, support, and track weekly Standardization Meetings with field and asset teams
• Support leadership in monitoring project progress through administrative checklists and report reviews
• Help track asset and field service schedules in coordination with asset managers
• Assist with onboarding needs like operator apparel orders and first-day readiness
• Ensure the Management of Rentals & Operations stays on track with internal and external commitments by managing their calendar and coordination needs
• Act as a liaison between team members, internal departments, and outside contacts
• Perform additional administrative tasks and special projects as assigned
  
  

Here Are The Skills That You Need

• Education: High school graduate or equivalent
• Experience: At least three (3) years of related administrative experience
• Excellent verbal and written communication skills, including note-taking, email etiquette, and proofreading
• High proficiency with Microsoft Office 365, including Outlook, Teams, Excel, and Word
• Strong attention to detail with the ability to manage multiple competing priorities
• Ability to maintain a professional and positive attitude in a team-oriented environment
• Ability to work independently with minimal supervision and exercise sound judgment
• Typing speed of 40+ words per minute
• Comfortable working in a dynamic environment where processes are continuously improving
  
  

Here are the skills and qualifications that will set you apart:

• Experience supporting field service, operations, or engineering teams
• Familiarity with SharePoint, Microsoft Business Central, or other ERP platforms
• Strong organizational and coordination skills for meetings, travel, and logistics
• Background or interest in water treatment, utilities, or infrastructure
• Strong customer service mindset and interpersonal communication skills
• Ability to synthesize information and translate it into clear documentation
• Experience maintaining checklists, trackers, and compliance documentation
  
  

Physical Requirements

• Ability to work at a computer workstation and use a phone for extended periods
• Regularly required to move about the office and interact with team members
• Occasionally required to lift and/or move up to 40 pounds
  
  

Benefits And Perks We Offer

• Competitive salary and performance-based annual bonuses.
• Dollar for dollar 401K match of 6%.
• Flexible work hours, hybrid schedules with remote work options.
• Comprehensive health and wellness benefits package with an onsite and virtual medical facility
• Company HSA contribution, Paid Parental Leave, Employee Assistance Program
• Company-paid Life Insurance, Accidental Death and Dismemberment, and Long-term Disability.
• PTO plan and Paid Holidays.
• Tuition Reimbursement.
• Company celebrations, summer parties, volunteer opportunities, games, prize drawings, and more!
  
  

WesTech considers all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.