Administrative Assistant

Robert Half • Annapolis Junction, MD • 2h ago

Description Job Summary: The Administrative Assistant plays a key role in supporting the overall operations of the organization by providing administrative and clerical support to the Office Manager. Responsibilities include managing office tasks, coordinating meetings, handling correspondence, and ensuring the smooth and timely flow of information across the organization.

Office Support & Front Desk Management

Answer, screen, and route inbound phone calls.

Greet visitors, clients, and job candidates in a detail oriented manner.

Maintain office supply inventory for the Maryland office.

Collect and distribute daily mail; prepare checks for mailing.

Assist subcontractors with inquiries as needed.

Ensure all paperwork is properly scanned, organized, and filed.

Coordinate with the Logistics Manager to ensure checks and documents are sent out promptly.

Provide general support to the Office Manager as assigned.

Time Tracking System Management

Track all hours worked for hourly staff and salaried superintendents using BusyBusy.

Ensure foremen submit timesheets on time.

Verify that Daily Reports are uploaded to Procore.

Maintain accurate data entry on a daily basis.

Generate weekly estimated payroll reports from BusyBusy.

Process subcontractor reports for weekly invoicing.

Hiring & Onboarding Support

Assist with various stages of the hiring process.

Communicate and, when necessary, translate the hiring process for potential candidates.

Schedule welding tests with the shop and manage related calendars.

Schedule interviews for the Office Manager and Director of Operations.

Review and monitor completion of all new permanent paperwork.

Coordinate with the Procurement Manager to ensure PPE is provided to new hires.

Conduct new permanent training, including BusyBusy app use and Safety Orientation.

Qualifications

High school diploma or equivalent; associate degree preferred.

Fluency in English and Spanish, with strong verbal and written communication skills.

Strong attention to detail and accuracy.

Digital literacy and research skills, including ability to evaluate information reliability.

Proficiency in Microsoft Office (Excel, Outlook, Word, etc.).

Strong calendar and scheduling management skills.

Excellent written and verbal communication abilities.

Effective time management, multitasking, and adaptability.

Basic math and accounting skills.

detail oriented demeanor with strong interpersonal skills and the ability to de-escalate tense situations.

Proactive approach to problem-solving and improving processes.

Ability to work independently and collaboratively.

Ability to handle confidential information with discretion.

Travel Requirements

Regular commuting to the worksite.

Physical Requirements

Prolonged periods of sitting at a desk and using a computer.

Frequent repetitive motions.

Equal Opportunity Employer

IFS is an equal opportunity employer and does not discriminate based on race, color, religion, sex, national origin, age, disability, or any other status protected by law.

Other Duties

This job description is not intended to be an exhaustive list of all duties, responsibilities, or activities required. Responsibilities may change at any time with or without notice. Requirements Bilingual, Administrative Assistance, Answering Inbound Calls, Administrative Office, Data Entry, Receptionist Duties, Time Management, Workforce Analysis, Terminations, Onboarding, Microsoft Excel TalentMatch®

Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.

All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use (https://www.roberthalf.com/us/en/terms) and Privacy Notice (https://www.roberthalf.com/us/en/privacy) .

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