Administrative Assistant

Arete Industrial Solutions is seeking an organized, dependable, and proactive Administrative Assistant to support our growing field operations team. This position is ideal for someone who is detail-oriented, comfortable working in a fast-paced industrial environment, and capable of managing multiple administrative responsibilities while supporting employees, supervisors, and management.

Bilingual English/Spanish is required for this position. The Administrative Assistant must be able to communicate effectively with employees in both English and Spanish, verbally and in writing.

Position Details

Job Type: Full-time
Work Location: In person
Schedule: Monday – Sunday
Hours: 6:00 AM – 6:00 PM
Sunday Hours: 6:00 AM – 3:00 PM
Hours Per Week: Approximately 80 hours
Overtime: Overtime is paid
Per Diem: Available to employees who meet company eligibility requirements
FLSA Status: Nonexempt

This position requires consistent attendance and availability to work extended hours in a fast-paced industrial environment.

Job Summary

The Administrative Assistant provides day-to-day administrative support for Arete Industrial Solutions' field and office operations. This position works closely with site leadership, employees, Human Resources, Accounting, and Operations to help ensure employee information, documentation, schedules, timekeeping records, and operational requests are accurate and properly maintained.

The ideal candidate must be comfortable communicating with employees at all levels, following up on outstanding items, handling confidential information, and managing multiple priorities with minimal supervision.

Duties and Responsibilities Employee and Administrative Support

• Assist employees and supervisors with general administrative questions and requests.
• Provide professional support by phone, email, text, and in person.
• Communicate effectively with English- and Spanish-speaking employees.
• Assist with new-hire onboarding and ensure required documents and information are completed.
• Maintain accurate employee records, trackers, spreadsheets, and electronic files.
• Organize and maintain administrative documentation according to company procedures.
• Assist employees with company systems, applications, and access-related questions.
• Follow up with employees regarding missing or incomplete documentation.
• Coordinate onboarding appointments, meetings, and other site-related activities.
• Communicate important updates and instructions to employees as directed by management.

Timekeeping and Workforce Coordination

• Assist with reviewing employee timekeeping records for accuracy and completeness.
• Identify and communicate timekeeping discrepancies to the appropriate employees, supervisors, or departments.
• Assist with employee assignment changes, department transfers, shift changes, and supervisor or lead assignments.
• Maintain accurate and updated employee rosters and organizational lists.
• Coordinate with foremen, leads, and management to help ensure employees are properly assigned and accounted for.
• Track new hires, terminations, transfers, and other employee status changes.
• Assist with gathering and organizing information needed for payroll and billing purposes.

Documentation and Reporting

• Perform accurate data entry and maintain company spreadsheets, logs, and trackers.
• Prepare reports, employee lists, spreadsheets, and other administrative documents as requested.
• Review information for accuracy and completeness before submitting it to management, Accounting, Human Resources, or Operations.
• Maintain organized electronic and physical filing systems.
• Track outstanding administrative requests and follow up until completion.
• Assist with documentation related to onboarding, employee changes, disciplinary actions, and separations when requested.
• Maintain accurate records of employee assignments, schedules, and department changes.

Office and Site Operations

• Assist with ordering and tracking office supplies, site supplies, uniforms, equipment, and other materials.
• Maintain records of company-issued equipment and property.
• Coordinate deliveries and communicate with vendors when necessary.
• Assist with computers, scanners, printers, and basic office equipment setup or troubleshooting.
• Support site leadership with daily administrative and operational needs.
• Help identify administrative inefficiencies and recommend improvements to processes and tracking systems.
• Assist with special projects and additional administrative duties as assigned.

Education and Experience Requirements

• High school diploma or equivalent required.
• Previous administrative or office experience preferred.
• Construction, industrial, staffing, Human Resources, or operations experience is a plus.
• Experience with employee onboarding, timekeeping, payroll support, or workforce coordination is preferred.
• Experience working in a fast-paced environment with multiple priorities is strongly preferred.

Skills and Qualifications

• Bilingual English/Spanish required.
• Must be able to communicate clearly and professionally in both English and Spanish.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to work independently and take initiative.
• Ability to manage multiple tasks and changing priorities.
• Strong follow-through and problem-solving abilities.
• Comfortable communicating with employees, supervisors, vendors, and management.
• Ability to handle confidential employee and company information professionally.
• Proficiency with Microsoft Outlook, Excel, Word, and general computer systems.
• Ability to quickly learn new software and company systems.
• Must be dependable and able to maintain the required work schedule.

Work Environment

This position is based at an active industrial project site. Although the majority of the Administrative Assistant's duties are performed in an office setting, the employee will regularly interact with field personnel and may occasionally need to enter designated project areas.

The position requires someone who is comfortable working in a demanding, fast-paced environment where priorities may change throughout the day.

About Arete Industrial Solutions

Arete Industrial Solutions provides industrial workforce and operational support for large-scale projects. Our administrative and field teams work together to help ensure projects remain properly staffed, organized, documented, and supported.

We value accountability, professionalism, teamwork, communication, and employees who take initiative to solve problems and support the success of the overall project.

Job Type: Full-time
Work Location: In person
Expected Hours: Approximately 80 per week
Overtime: Paid
Per Diem: Available to qualifying employees
Language Requirement: Bilingual English/Spanish required

Pay: $21.00 - $23.00 per hour

Expected hours: 84.0 per week

Benefits:

• Dental insurance
• Health insurance

Application Question(s):

• Are you able to work 12 hours, 7 days a week?

Experience:

• Administrative: 3 years (Required)

Work Location: In person