{"id":1278941,"url":"https://alion.io/job/wade-trim-office-administrator-2","title":"Administrative Assistant","company":{"id":684745,"name":"Wade Trim","domain":"wadetrim.com","url":"https://alion.io/company/wadetrim","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Lever","truth_index":{"grade":"A","score":93,"open_postings":84,"ghost_share":0,"stale_share":0.071,"repost_share":0,"time_to_fill_p50_days":188,"computed_at":"2026-10-28T05:59:10Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Taylor, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":36000,"max_usd":79000,"period":"year","method":"role_country_seniority_unknown","sample_n":11684},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-09-25T20:40:41Z","employer_posted_date":"2026-09-25","last_verified_at":"2026-10-28T13:26:20Z","board_verified":true,"closed_at":null,"days_open":32,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":32},"description":"We are looking for an Administrative Assistant to join our Administration team and support our Taylor office. The candidate must have a high school diploma and three to five years of administrative or office support experience. The ideal candidate will be self-motivated, work well with others, and possess excellent writing, organizational, and communication skills.\nTypical responsibilities include:\nServe as acting office receptionist, managing front-desk operations including greeting and assisting visitors, answering and directing phone calls, coordinating client interactions, scheduling and supporting meetings, order catering, and preparing conference rooms to ensure meetings run smoothly.\nManage requests submitted through the Administrative Support Desk ticketing system, ensuring timely proofreading, formatting, and finalization of documents such as transmittals, memorandums, correspondence, agreements, amendments, reports, meeting agendas, meeting minutes, and contract specifications.\nAll administrative correspondence should be saved in ProjectWise to ensure a centralized, secure, and auditable record of project communications. Storing emails, letters, meeting minutes, and related documents in the system helps maintain version control, supports regulatory compliance, and ensures all team members have access to the most current and complete information.\nPrepare and distribute outgoing documents via regular United States Postal Service and United Parcel Service, ensuring accurate addressing, proper packaging, and selection of appropriate shipping methods. Track shipments, maintain mailing records, and coordinate delivery timelines to ensure timely and secure receipt of materials.\nAssist with office operations by coordinating maintenance requests, monitoring office supply levels, supporting equipment needs, and communicating with vendors and building management as directed.\nSupport office budget activities by processing invoices, tracking expenses, and coordinating with vendors as directed.\nSupport office safety initiatives for office location by conducting monthly safety inspections, maintaining and updating Safety Data Sheets (SDS), and exercising sound judgment and discretion to address and resolve safety concerns as they arise.\nMaintain local and corporate office administration policies and procedures.\nAssist with office administration projects and process improvement initiatives as assigned.\nHelp communicate office policies and procedures and assist with administrative recordkeeping related to compliance activities.\nAssist with tracking indirect expenses/capital expenditures and maintaining budget-related records.\nPrepare and submit office supply orders in accordance with standard purchasing procedures.\nCoordinate maintenance and repair requests for office furniture and equipment, excluding computer-related equipment.\nMaintain office inventory list/database.\nSupport record retention procedures by maintaining files and assisting with audits as requested.\nProvide administrative support for contract review processes, including document preparation, tracking, and filing.\nAssist with planning and coordinating office/event functions (i.e., client entertainment, technical functions, engineering firm week, summer BBQ, holiday party, etc.).\nAssist Corporate groups as needed.\nConduct research for assigned special projects.\nMaintain a safe working environment.\nEducation:\nHigh school diploma\n3-5 years of administrative or office support experience\n\nSkills/Experience:\nThis position requires strong organizational, customer service, and communication skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.\nThis position requires strong collaboration and communication skills and excellent organizational skills to accommodate multiple tasks simultaneously.\nThis position requires a professional demeanor when dealing with all individuals at all levels. Must be easily understood by other employees, clients, and vendors.\nWorking knowledge of Microsoft Office software (Word, Excel, Outlook, etc.), including the following:\nPersonal computer\nMulti-line telephone system\nMulti-functional printer\nPostage machine","description_format":"text","description_chars":4212,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"high_school","optional":false},"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Civil & Structural Engineering","Engineering Services"],"lifecycle":[{"event":"open","at":"2026-09-26T02:22:40Z"}],"visa":[],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.856,"p_room":1,"age_days":32,"expected_fill_days":188,"reasons":["conf:1","win:early","comp:brand"],"computed_at":"2026-10-28T05:59:10Z"},"pay":null,"html_url":"https://alion.io/job/wade-trim-office-administrator-2","json_url":"https://alion.io/job/wade-trim-office-administrator-2.json","meta":{"generated_at":"2026-10-28T13:30:21Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":18182,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-29T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":684745},"rest":"https://alion.io/mcp/rest/get_company?id=684745"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fwade-trim-office-administrator-2"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fwade-trim-office-administrator-2"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fwade-trim-office-administrator-2"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/wade-trim-office-administrator-2\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fwade-trim-office-administrator-2"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":1278941}},{"tool":"search_jobs","arguments":{"company":"wadetrim.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":1278941},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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