Administration Assistant

About Titan Group

Titan Group is a fast-growing facilities services company specializing in HVAC, electrical, plumbing, and maintenance solutions. We partner with facility management companies and large clients to deliver reliable service through a nationwide vendor network. We are currently in a growth phase, building the systems, structure, and team needed to scale, making this an exciting opportunity to join early and grow with the company.

About the Role

We are looking for a detail-oriented and reliable Administrative Assistant to support daily operations across the business. This role keeps our office and back-end processes running smoothly by handling documentation, data entry, scheduling, and general administrative support. It's ideal for someone organized, proactive, and comfortable juggling multiple priorities in a fast-paced environment.

What You'll Do

Administrative Support

• Organize and maintain digital files, records, and documentation
• Prepare, format, and proofread documents, reports, and correspondence
• Manage calendars, schedule meetings, and coordinate appointments
• Handle data entry and keep internal systems and trackers up to date

Communication & Coordination

• Serve as a point of contact for internal and external inquiries
• Draft and send professional emails and follow-ups
• Coordinate between team members, vendors, and clients as needed
• Relay messages and ensure timely follow-through on requests

Billing & Documentation Support

• Assist with organizing invoices, receipts, and job documentation
• Ensure paperwork is complete, accurate, and properly filed
• Support recordkeeping for billing and operations

Office & Operations Support

• Track and order office or job-related supplies as needed
• Maintain organized records and filing systems
• Provide general support to the operations and management team

What We're Looking For

• Strong organizational skills and attention to detail
• Ability to multitask and manage competing priorities
• Clear and professional written and verbal communication
• Proficiency with spreadsheets, email, and office software
• Tech-savvy with an interest in using tools (including AI) to improve efficiency
• Dependable, proactive, and able to work with minimal supervision

What Success Looks Like

• Documents and records are accurate, organized, and easy to find
• Communications are handled promptly and professionally
• Administrative tasks are completed reliably with nothing falling through the cracks
• The team is well-supported and operations run smoothly

Why Join Us

• Opportunity to grow within a fast-paced operations environment
• Be part of building structured systems and processes
• Clear ownership and responsibility

Benefits:

• Professional development assistance

Application Question(s):

• Have you used any AI tools (like ChatGPT or similar) in your work or personal life? If yes, how have you used them?

Language:

• English (Required)
• Spanish (Preferred)

Pay: $60,000.00 - $80,000.00 per year

Benefits:

• Professional development assistance

Work Location: In person