Administrative Assistant - Operations

Position Summary Tank Builders, Inc. is seeking a highly organized and detail\-oriented Administrative Assistant to support our Operations Department. This position provides administrative support to the Vice President of Operations, Estimating Team, and Project Management Team by assisting with documentation, recordkeeping, correspondence, scheduling, reporting, and other administrative activities that help the department operate efficiently. This is an administrative support position and is not responsible for independently managing projects, performing estimating functions, or making technical, operational, or financial decisions. Construction industry experience is beneficial but not required. Work Location \& Employment Eligibility This position is based in Fort Worth, Texas and requires regular on\-site attendance Monday through Friday. Remote, hybrid, and work\-from\-home arrangements are not available for this role. Candidates must be legally authorized to work in the United States at the time of hire and maintain authorization throughout employment. Tank Builders, Inc. does not sponsor employment visas for this position now or in the future. Relocation assistance is not available for this position. Applicants should be able to commute to the assigned work location. Essential Duties and Responsibilities Administrative \& Operations Support · Provide administrative support to the Vice President of Operations and Operations Department. · Provide direct administrative support to the Estimating and Project Management teams. · Prepare, format, organize, and maintain reports, spreadsheets, correspondence, forms, and other business documents. · Maintain organized electronic and hard\-copy records and filing systems. · Track outstanding documents, action items, and follow\-up requirements. · Coordinate calendars, meetings, schedules, and department communications. · Prepare meeting agendas, document meeting notes, and distribute follow\-up items. · Coordinate routine communications with customers, vendors, subcontractors, field personnel, and internal departments as directed. Estimating Support · Assist with administrative activities related to bid opportunities, proposal preparation, and bid tracking. · Organize bid documents, drawings, specifications, addenda, vendor quotations, and estimating records. · Assist with preparing and formatting proposals, qualification packages, and supporting documentation. · Maintain estimating logs, records, and tracking documentation. · Support vendor and subcontractor follow\-up activities as assigned. Project Documentation \& Closeout Support · Assist Project Managers with administrative tasks associated with project setup, execution, and closeout. · Prepare and maintain project documentation including RFIs, submittals, transmittals, purchase orders, tracking logs, and completion records. · Organize and distribute project correspondence and documentation. · Assist with maintaining vendor and subcontractor records, including certificates of insurance, W\-9s, safety documentation, and related files. · Track project\-related records including procurement documentation, material deliveries, change order support documentation, and other assigned records. · Maintain organized project filing systems and records. · Assist with compiling project closeout documentation, including warranties, as\-built documentation, final reports, and turnover packages. General Administrative Support · Support departmental organization, communication, and workflow efficiency. · Assist with data entry, reporting, document management, and special projects. · Learn and follow company administrative procedures, document standards, and internal systems. · Provide back\-up administrative support to other departments assigned. · Perform other duties and responsibilities as assigned. Qualifications · High school diploma or equivalent. · Strong organizational and document management skills. · Strong attention to detail and accuracy. · Proficiency with Microsoft Word, Excel, Outlook, and other standard office applications. · Strong written and verbal communication skills. · Ability to manage multiple priorities, deadlines, and assignments in a fast\-paced environment. · Professional, dependable, and responsive approach to work. · Ability to learn new software systems, terminology, and business processes. · Ability to handle confidential information appropriately. · Associate degree preferred. · Previous administrative assistant, office coordinator, project coordinator, or related office support experience preferred. · Construction, manufacturing, industrial, or project\-based office experience preferred but not required. Key Competencies · Administrative Support · Project Coordination · Document Control \& Recordkeeping · Data Entry \& Information Management · Microsoft Office Suite · Professional Communication · Calendar \& Schedule Coordination · Organization \& Planning · Time Management · Team Collaboration · Problem Solving · Confidentiality · Dependability \& Accountability · Initiative \& Follow\-Through · Willingness to Learn Quickly Physical \& Work Environment Requirements Regular on\-site attendance is an essential function of this position. Work is primarily performed in an office environment. Occasional schedule flexibility may be required based on business needs. Equal Employment Opportunity Tank Builders, Inc. is an Equal Opportunity Employer. All employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable federal, state, or local law. Reasonable Accommodation Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions of this position. Additional Information The duties and responsibilities described above are intended to describe the general nature and level of work performed and are not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Nothing in this job posting is intended to create a contract of employment. Employment with Tank Builders, Inc. is at will and may be terminated by either the employee or the Company at any time, with or without notice, subject to applicable law. Apply today if you are a dependable, organized professional who enjoys supporting a team and helping projects stay organized and on track. Pay: $35,000\.00 \- $45,000\.00 per year Benefits: 401(k) 401(k) matching Health insurance Life insurance Paid time off Vision insurance Work Location: In person