Administrative Assistant

Location: On-Site

Employment Type: Contract-to-Hire

Department: Administration / Operations

Position Overview

Our client is seeking a highly organized and detail-oriented Administrative Assistant to support daily business operations, document management, and administrative processes. This position requires strong proficiency in Microsoft Outlook, Excel, and DocuSign, along with the ability to manage confidential information, coordinate documentation, and support financial and vendor-related processes.

The ideal candidate will have experience working in a professional office environment and possess a basic understanding of financial statements and insurance documentation commonly used in construction, professional services, or project-based organizations.

Key Responsibilities

Administrative Support

• Provide day-to-day administrative support to management and office staff.
• Manage calendars, schedule meetings, and coordinate appointments through Microsoft Outlook.
• Draft, format, and maintain business correspondence, reports, and documentation.
• Organize electronic and paper filing systems while ensuring document accuracy and confidentiality.
• Answer phones, direct inquiries, and assist visitors professionally.

Document & Contract Management

• Prepare, track, and manage documents utilizing DocuSign.
• Monitor document status and ensure timely completion of signatures and approvals.
• Maintain organized records of contracts, agreements, and supporting documentation.
• Assist with document distribution and version control.

Financial & Reporting Support

• Support management with administrative aspects of financial reporting and documentation.
• Review and organize financial information for internal use.
• Demonstrate an understanding of the differences between internally prepared financial statements and CPA-prepared financial statements.
• Assist with data entry, reporting, and spreadsheet management using Microsoft Excel.
• Maintain accuracy when working with financial records and supporting documents.

Vendor & Insurance Administration

• Collect, review, and track subcontractor and vendor documentation.
• Maintain records of Certificates of Insurance (COIs) and ensure required documentation is current.
• Possess a basic understanding of subcontractor insurance requirements and certificate terminology.
• Communicate with vendors and subcontractors regarding missing or expired documentation.

General Office Support

• Coordinate office communications and administrative workflows.
• Assist with special projects and operational initiatives as assigned.
• Support multiple departments while maintaining attention to detail and meeting deadlines.

Qualifications:

Required Qualifications

• 2+ years of Administrative Assistant, Executive Assistant, Office Coordinator, or related experience.
• Advanced proficiency with Microsoft Outlook.
• Strong Microsoft Excel skills, including data entry, spreadsheet management, and reporting.
• Experience utilizing DocuSign or similar electronic signature platforms.
• Excellent organizational, communication, and multitasking skills.
• Strong attention to detail and accuracy.
• Ability to manage confidential and sensitive information.

Preferred Qualifications

• Familiarity with financial statements and accounting documentation.
• Understanding of the difference between internally prepared financial statements and CPA-prepared financial statements.
• Experience working in construction, engineering, professional services, real estate, or project-based organizations.
• Basic knowledge of subcontractor Certificates of Insurance (COIs) and insurance compliance tracking.
• Experience supporting accounting, operations, or project management teams.

Compensation

About Us

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 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.

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