Administrative Assistant

Description
About Us
Iron Fabrication Services (IFS) is a leading fabricator and supplier of all types of steel used in many major construction projects such as large scale commercial and residential buildings. Our quality is visible throughout the Metropolitan area of Washington D.C., Virginia and Maryland. At IFS, we are committed to fostering a safe and productive work environment.

IFS is seeking a skilled and detail-oriented Administrative Assistant to join our team. This role provides essential administrative support to ensure the efficient daily operation of the office. The Administrative Assistant supports the Office Manager and staff through a variety of organizational and communication-related tasks, often handling confidential and time-sensitive information.

Job Summary:
The Administrative Assistant plays a key role in supporting the overall operations of the organization by providing administrative and clerical support to the Office Manager. Responsibilities include managing office tasks, coordinating meetings, handling correspondence, and ensuring the smooth and timely flow of information across the organization.

Supervisory Responsibilities:
None

Duties/Responsibilities
Office Support & Front Desk Management

• Answer, screen, and route inbound phone calls.
• Greet visitors, clients, and job candidates in a professional manner.
• Maintain office supply inventory for the Maryland office.
• Collect and distribute daily mail; prepare checks for mailing.
• Assist subcontractors with inquiries as needed.
• Ensure all paperwork is properly scanned, organized, and filed.
• Coordinate with the Logistics Manager to ensure checks and documents are sent out promptly.
• Provide general support to the Office Manager as assigned.

Time Tracking System Management

• Track all hours worked for hourly staff and salaried superintendents using BusyBusy.
• Ensure Foremen submit timesheets on time.
• Verify that Daily Reports are uploaded to Procore.
• Maintain accurate data entry on a daily basis.
• Generate weekly estimated payroll reports from BusyBusy.
• Process subcontractor reports for weekly invoicing.

Hiring & Onboarding Support

• Assist with various stages of the hiring process.
• Communicate and, when necessary, translate the hiring process for potential candidates.
• Schedule welding tests with the shop and manage related calendars.
• Schedule interviews for the Office Manager and Director of Operations.
• Review and monitor completion of all new hire paperwork.
• Coordinate with the Procurement Manager to ensure PPE is provided to new hires.
• Conduct new hire training, including BusyBusy app use and Safety Orientation.

Requirements
Qualifications:

• High school diploma or equivalent; associate degree preferred.
• Fluency in English and Spanish, with strong verbal and written communication skills.
• Strong attention to detail and accuracy.
• Digital literacy and research skills, including ability to evaluate information reliability.
• Proficiency in Microsoft Office (Excel, Outlook, Word, etc.).
• Strong calendar and scheduling management skills.
• Excellent written and verbal communication abilities.
• Effective time management, multitasking, and adaptability.
• Basic math and accounting skills.
• Professional demeanor with strong interpersonal skills and the ability to de-escalate tense situations.
• Proactive approach to problem-solving and improving processes.
• Ability to work independently and collaboratively.
• Ability to handle confidential information with discretion.

Travel Requirements:
None.

Physical Requirements:
Prolonged periods sitting at a desk and working on a computer. Frequent periods of repeating the same movements.

Equal Opportunity Employer:
IFS is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other status protected by law.

Other Duties:
This job description is not intended to be an exhaustive list of all duties, responsibilities, or activities required. Responsibilities may change at any time with or without notice.