Job Title

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 u2022 Answer, screen, and route inbound phone calls. u2022 Greet visitors, clients, and job candidates in a detail oriented manner. u2022 Maintain office supply inventory for the Maryland office. u2022 Collect and distribute daily mail; prepare checks for mailing. u2022 Assist subcontractors with inquiries as needed. u2022 Ensure all paperwork is properly scanned, organized, and filed. u2022 Coordinate with the Logistics Manager to ensure checks and documents are sent out promptly. u2022 Provide general support to the Office Manager as assigned. Time Tracking System Management u2022 Track all hours worked for hourly staff and salaried superintendents using BusyBusy. u2022 Ensure foremen submit timesheets on time. u2022 Verify that Daily Reports are uploaded to Procore. u2022 Maintain accurate data entry on a daily basis. u2022 Generate weekly estimated payroll reports from BusyBusy. u2022 Process subcontractor reports for weekly invoicing. Hiring & Onboarding Support u2022 Assist with various stages of the hiring process. u2022 Communicate and, when necessary, translate the hiring process for potential candidates. u2022 Schedule welding tests with the shop and manage related calendars. u2022 Schedule interviews for the Office Manager and Director of Operations. u2022 Review and monitor completion of all new permanent paperwork. u2022 Coordinate with the Procurement Manager to ensure PPE is provided to new hires. u2022 Conduct new permanent training, including BusyBusy app use and Safety Orientation. Qualifications u2022 High school diploma or equivalent; associate degree preferred. u2022 Fluency in English and Spanish, with strong verbal and written communication skills. u2022 Strong attention to detail and accuracy. u2022 Digital literacy and research skills, including ability to evaluate information reliability. u2022 Proficiency in Microsoft Office (Excel, Outlook, Word, etc.). u2022 Strong calendar and scheduling management skills. u2022 Excellent written and verbal communication abilities. u2022 Effective time management, multitasking, and adaptability. u2022 Basic math and accounting skills. u2022 detail oriented demeanor with strong interpersonal skills and the ability to de-escalate tense situations. u2022 Proactive approach to problem-solving and improving processes. u2022 Ability to work independently and collaboratively. u2022 Ability to handle confidential information with discretion. Travel Requirements u2022 Regular commuting to the worksite. Physical Requirements u2022 Prolonged periods of sitting at a desk and using a computer. u2022 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 TalentMatchu00ae Robert Half is the worldu2019s 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. u00a9 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking u201cApply Now,u201d youu2019re agreeing to Robert Halfu2019s Terms of Use ( and Privacy Notice (.