Administrative Assistant

Company Overview

Pilot Foundation Services specializes in the construction of foundations for energy infrastructure, providing turn-key solutions for deep pier drilled shafts, large equipment pads, direct embedment, structure supports and more. Our clients are leaders in power transmission, substation/switchyard, and mid-stream oil & gas construction. Established in 2021, Pilot Foundation Services has grown to become a trusted name in foundation service for Texas and surrounding areas. At Pilot Foundation Services we live and work to uphold the Company Values: Operate with Integrity, Expect Excellence and Commit to ensure positive outcomes for our team members and our clients.

Job Overview

The Administrative Assistant will provide support in various administrative tasks, including maintaining fleet records and insurance, assisting with asset accounting, marketing, managing AP invoice recording, company social media presence and planning company events. This position requires a detail-oriented individual with strong organizational skills, the ability to manage multiple tasks, and excellent communication skills. The ideal candidate will have experience in the construction industry or a related field and will be comfortable working in a fast-paced environment.

Responsibilities

• Administrative Support: Provide administrative support to the Administrative and Operations teams by managing schedules, handling correspondence, and preparing documents such as reports, memos, and presentations.
• Asset tracking: Assist with record keeping and invoice processing of purchased assets to ensure up-to-date and accurate records of Company assets.
• AP invoice receipt and recording: Assist with basic bookkeeping tasks such as processing AP invoices and tracking vendor information. Work with the accounting department to ensure timely processing and payment of bills.
• Company credit card management: Track and record company credit card receipts to verify spending in accordance with Company policies and reconcile monthly credit card statements for Company charge cards and fuel card programs. Maintain accurate expense reports to ensure all purchases are properly categorized and documented.
• Clerical duties: perform general clerical duties including photocopying, faxing, mailing, and filing.
• Recordkeeping: maintain electronic and hard copy filing systems, ensuring information is organized and easily accessible.
• Company apparel and marketing supplies: Assist CAO to develop and maintain an inventory of quality Company apparel, marketing items, and employee uniforms. Manage vendor offerings to compare quality, availability and affordability.
• Event Planning and Coordination: Assist with organizing employee events such as training sessions, employee recognition programs, and other company-wide activities.
• Onboarding Support: Support new hire onboarding by coordinating paperwork, supplies, and orientation to ensure a smooth and welcoming first day.
• Social Media Support: Support Company social media activities by drafting content, scheduling posts, and monitoring company profiles on platforms such as LinkedIn, Facebook, and Twitter. Collaborate with HR and marketing teams to promote job openings, company culture, and employee engagement initiatives.
• Customer Service: Greet visitors and clients, answer general inquiries, and provide information as needed. Always maintain a professional and friendly demeanor. Ensure the office area is kept clean, organized, and presentable
• Other Duties Assigned: Perform additional tasks as needed to support the administrative department and overall business objectives. This may include special projects, assisting other departments, or providing support during peak workload periods.
  
  

Qualifications

• Education: A high school diploma or equivalent is required. An associate degree or certification in management or business administration is preferred.
• Experience: 1-3 years of administrative experience, preferably within construction.
• Skills:
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe
• Familiarity with invoicing systems and social media platforms (LinkedIn, Facebook, Twitter)
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Bilingual in English and Spanish is a plus
• Other Requirements:
• Ability to work independently and as part of a team
• Must be dependable, punctual, and have a positive attitude
• Ability to manage multiple tasks simultaneously and prioritize effectively

Working Conditions

• Primarily office-based with standard office hours. May require occasional overtime during peak activities.
  
  

Pilot Foundation Services is proud to offer a generous benefit package to all employees and families.

• Medical, Dental and Vision
• Group Life Insurance and AD&D
• Voluntary Supplemental Life Insurance and AD&D
• Paid Leave
• 401K