Administrative Assistant

TL;DR

Administrative Assistant (Project Operations): Supporting project operations through document routing, data entry, subcontractor paperwork, invoicing, and office coordination with an accent on organization, accuracy, and deadline management. Focus on maintaining project records, coordinating subcontractor onboarding and billing, and handling fast-paced administrative workflows in an onsite office environment.

Location: Onsite in Reston, Virginia, USA

Salary: $18.00–$25.50 per hour

Company

hirify.global is an international industrial services provider delivering consulting, engineering, manufacturing, maintenance, turnaround, and digital solutions for process industries.

What you will do

• Route project documents and prepare letters, memoranda, reports, and meeting minutes.
• Maintain project files, process correspondence and mail, answer calls, greet visitors, and coordinate office equipment and supplies.
• Process certified payrolls, subcontractor insurance paperwork, billings, and owner invoices.
• Set up subcontracts and change orders and support subcontractor onboarding, invoicing, and pay requisitions.
• Schedule meetings and appointments for the project operations team and perform other assigned duties.

Requirements

• Some experience in a similar administrative role is preferred.
• Strong organizational, time management, communication, and attention-to-detail skills.
• Ability to work independently, meet deadlines, adapt to frequent change, and collaborate effectively.
• Working knowledge of Microsoft Office, Procore, and Adobe or similar technology systems.
• Ability to work onsite in Reston, Virginia, USA.
• Must be authorized to work in the United States; employment authorization is verified through E-Verify.

Nice to have

• Spanish bilingual skills.
• Experience with project operations or construction administration.

Culture & Benefits

• Opportunity to learn and grow within an international industrial services organization.
• Work in a professional office environment with project operations teams and subcontractors.
• Occasional travel may be required.
• Role includes prolonged desk and computer work and occasional lifting of up to 15 pounds.