Administrative Assistant

Job DetailsLevel: ExperiencedJob Location: Hobbs Office - Hobbs, NM 88240Position Type: Full-TimeEducation Level: High SchoolSalary Range: $20.00 - $30.00 HourlyTravel Percentage: NoneJob Shift: DayJob Category: Administration/ClericalJob Summary: The Administrative Assistant provides comprehensive administrative and operational support to the Electrical, Powerline, and Hydrovac departments to ensure the efficient execution of daily business operations. This position is responsible for supporting field and office personnel through accurate documentation management, invoice processing, permit coordination, timecard and GPS verification, reporting, and workflow administration.   The ideal candidate is a highly organized and detail-oriented professional with the ability to manage multiple priorities in a fast-paced environment while maintaining a high level of accuracy, professionalism, and confidentiality. This role requires strong communication skills, sound judgment, and a commitment to supporting operational excellence through effective coordination, compliance, and process efficiency.   Key Responsibilities: Coordinate and manage workflow assignments to ensure deadlines are met and work is completed accurately and efficiently. Assist in monitoring and verifying GPS reporting to ensure accurate employee work location and travel documentation. Maintain organized electronic filing systems for customer invoices and related documentation. Provide administrative support for accounts receivable functions, including customer aging reports and invoice tracking. Perform accurate data entry and maintain records using spreadsheets, databases, and company software systems. Complete one calls (811) as required. Complete, file, and track electrical permits and inspections. Assist the Operations Manager with the preparation of bids, proposals, and supporting project documentation. Coordinate and maintain records of employee testing, certifications, and required training. Maintain and update bid-related job documentation, manage bid tracking processes, and assist with monitoring project progress to ensure timely and accurate reporting. Assist with researching, sourcing, tracking, and ordering specialty materials as needed while supporting inventory monitoring, material usage coordination, and project-related procurement activities. Prepare professional correspondence, reports, memos, and other documentation as requested by management. Provide day-to-day administrative support to department leadership and field personnel, including scheduling, document preparation, filing, and coordination of office activities. Maintain organized records, manage incoming communications, and assist with general office operations to support overall departmental efficiency and effectiveness. Ensure compliance with company policies, procedures, customer requirements, and applicable labor regulations. Communicate professionally and effectively with employees, customers, vendors, and management. Participate in required QHSE, safety, and technical training programs assigned. Maintain, clean, and care for all assigned equipment. Assist with special projects and additional duties as assigned. QualificationsQualifications and Education Requirements: High school diploma or GED required; additional education or certification in office administration, accounting, or a related field is preferred. Previous experience in administrative support, accounting, accounts receivable/payable, or office coordination is preferred. Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint. Demonstrated organizational, analytical, and problem-solving abilities. Exceptional attention to detail with a strong focus on accuracy and quality of work. Ability to effectively manage multiple priorities and meet deadlines in a fast-paced work environment. Strong written and verbal communication skills. Bilingual proficiency in English and Spanish is required. Ability to handle confidential information with professionalism and discretion. Strong interpersonal skills with a customer and client service-oriented mindset. Self-motivated, dependable, and committed to achieving operational excellence. Strong personal commitment to ethical business practices. Work Environment: This role is situated within a professional office environment and regularly utilizes standard office equipment, including computers, phones, photocopiers, filing cabinets, and fax machines. While executing job responsibilities, the employee will regularly engage in verbal communication. Additionally, physical demands include standing, walking, manual dexterity tasks, and reaching. Occasional physical activities may include sitting, climbing, balancing, stooping, kneeling, crouching, or crawling. The position involves frequent lifting and moving of objects weighing up to 10 pounds, with occasional lifting of objects up to 20 pounds. This is a full-time position with working hours scheduled from Monday through Friday, starting at 7:00 a.m. and concluding at 4:00 p.m. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While executing job responsibilities, the employee may be required to engage in occasional standing, walking, sitting, manual manipulation of objects, tools, or controls, reaching, climbing stairs, and verbal communication. Additionally, the employee may occasionally need to lift or move office products and supplies weighing up to 20 pounds. Travel: Occasional travel may be expected with this position. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Ingram Professional Services, Inc is an equal opportunity employer and is committed to providing a diverse and inclusive work environment. We offer competitive compensation and benefits packages, including health insurance, retirement plans, and opportunities for professional development and advancement.