Administrative Assistant

Job Description

ITG Communications is hiring for Administrative Assistant for Remote, US.

This position involves assisting with a variety of projects, managing programs, and performing administrative tasks. The Administrative Assistant will serve as a point of contact between the company and its subcontractors, vendors, and customers, facilitating clear communication and efficient operations. This role aims to support management, streamline processes, and improve overall efficiency throughout the organization.

Responsibilities

Main Job Tasks and Responsibilities

Monthly Auditing of contractor information: Conduct monthly audits of contractor data to verify accuracy and compliance with company standards

Ensure all contractor records, certifications and compliance documents are current

Report any discrepancies or issues to the relevant team members for resolution

Subcontractor Onboarding: Process end to end onboarding for new subcontractors, including gathering required documentation

Ensure all subcontractors meet all prerequisites

Weekly Subcontractor Payments: Coordinate and process weekly payments to subcontractors accurately and on time.

Resolve any payment discrepancies or issues, working closely with the accounting department and subcontractors.

Maintain detailed records of payment transactions for auditing and compliance purposes

Ensure accurate data entry and compliance with IRS regulations Oversee and enforce contractor compliance with legal requirements and industry standards and perform periodic reviews

Assist supervisor with various tasks including scheduling project tracking and communication

Prepare reports, summaries and presentation for management as requested

Act as a liaison between subcontractors and supervisor and other stakeholders

Requirements

EDUCATION AND EXPERIENCE The formal education and experience for the Administrative Assistant job description varies according to the nature of the job responsibilities. However, the following are commonly required in this role:

Strong Organizational skills

Familiarity with subcontractor management and compliance

Proficiency in Microsoft Suite and other business-related software

Excellent verbal and written communication skills

Ability to manage multiple tasks and prioritize workload effectively

Strong problem-solving skills with a proactive, solution-oriented mindset

High school diploma or GED equivalent

Key Competencies

• critical thinking and problem-solving skills

• planning and organizing

• decision-making

• communication skills

• teamwork

• adaptability

• stress tolerance

Additional Comments

ITG is an equal employment opportunity employer. ITG’s policy is not to discriminate against any applicant or employee based on race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information, or any other basis protected by applicable federal, state, or local laws. ITG also prohibits harassment of applicants or employees based on any of these protected categories. It is also ITG’s policy to comply with all applicable federal, state and local laws respecting consideration of unemployment status in making hiring decisions.

Application Question(s):

• Do you have prior experience supporting construction projects or working with construction coordinators?
• What tools or software (e.g., Excel, project management systems) have you used to track project data?
• Have you worked with as-built documentation or project closeout packages before? Please briefly describe.

Work Location: Remote