Administrative Assistant

About the Role

The Administrative Assistant provides administrative and general office support to site and regional operations, directly impacting business efficiency by serving as the primary point of contact for site personnel, Operations Managers, and Regional Support Managers. This role handles document management, vendor relations, communication flow, and coordination of meetings and special projects. The assistant also supports field management on daily business needs and ensures a safe work environment. The position operates in a professional office setting, routinely using standard equipment such as computers, phones, copiers, and scanners. It is primarily sedentary but may require occasional filing, bending, and lifting of up to 50 pounds. Employees must be able to perform these physical tasks while maintaining compliance with safety practices. • Establish and maintain a filing system, ensuring documentation is current and readily retrievable. • Assist with vendor relations, including invoice payment, new vendor setup, and issue resolution. • Handle incoming calls, emails, and correspondence, routing inquiries and following up promptly. • Assist customers with immediate needs and support employees with customer‑related tasks. • Track paperwork, process new work/projects, update statuses, complete CUs, create invoices, and log start/end dates. • Organize and coordinate staff meetings, preparing agenda materials and following up on action items. • Respond promptly to requests from Resource Management and Field Operations. • Update site bulletin boards with newsletters, safety materials, scorecards, and required postings. • Attend crew meetings to collect documents, communicate information, and address inquiries. • Maintain a safe work environment by supporting safe practices. • Prepare and submit weekly expense reports, including for traveling technicians and new hires. • Receive and process payroll timesheets to ensure timely employee payment. • Provide backup support to other office staff as needed. • Coordinate special projects as assigned. • Assist and support field management with projects and daily business needs.

Key Responsibilities

• ▸document management
• ▸vendor management
• ▸project tracking
• ▸meeting coordination
• ▸expense reporting
• ▸payroll processing

What You Bring

• Minimum: High school diploma or equivalent. • Minimum: At least 1 year of clerical or administrative experience with work orders and invoice processing. • Preferred: Associate degree in business management or related field, including computer and accounting coursework. • Preferred: Experience in a construction or project environment.

Requirements

• ▸high school
• ▸clerical experience
• ▸associate degree
• ▸construction experience
• ▸invoice processing

Benefits

MasTec offers a comprehensive benefits package that supports employee health, financial security, and long‑term wealth building. Employees also benefit from the stability and growth opportunities of a publicly traded Fortune 500 organization. • Benefits: Medical, Dental, Vision, Disability, and Life insurance. • Benefits: 401(k) plan and Employee Stock Purchase Plan.

Work Environment

Field