Administrative Specialist

Location: Tualatin, OR

Pay: $26-$28 per hour (DOE)

Job Type: Full-Time

Our client, a well-established construction company in Tualatin, is looking for an Administrative Assistant to support daily office operations, jobsite scheduling, and project documentation. This role is a great fit for someone who enjoys keeping a fast-moving environment organized and has hands-on experience working with Trimble Vista.

Key Responsibilities

• Serve as the first point of contact for visitors, vendors, and incoming calls
• Assist project managers with updating job files, work orders, and daily logs using Trimble Vista
• Coordinate scheduling for field crews, inspections, and subcontractors
• Prepare documents, scan plans, maintain project folders, and update tracking spreadsheets
• Support payroll and timecard collection by pulling data from Vista and flagging missing entries
• Process purchase orders, delivery tickets, and basic AP/AR tasks related to active projects
• Maintain inventory of office supplies, jobsite forms, PPE, and other essentials
• Help onboard new hires by preparing paperwork, entering data, and maintaining employee compliance files
• Maintain accurate digital and paper filing systems for projects, safety documents, and contracts

Qualifications

• 2+ years of administrative experience, ideally in construction, engineering, or a field-service-based environment
• Required: Working knowledge of Trimble Vista (scheduling, job costing, data entry, and document management)
• Strong proficiency in Microsoft Office Suite (especially Excel and Outlook)
• High level of attention to detail, with the ability to manage multiple priorities at once
• Clear, professional communication skills both internally and with clients/subcontractors
• Comfortable working in a fast-paced office with moving parts and frequent schedule changes

Preferred Traits

• Proactive and resourceful-someone who notices gaps and jumps in to help
• Strong follow-through and dependable when it comes to deadlines
• Team-oriented mindset with the ability to work independently when needed
• Familiarity with construction terminology, jobsite workflows, or project documentation

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.