On-Site Admin Assistant

Job Summary:

You will support the Operations Manager and Project Managers with administrative tasks to ensure successful completion of project. This includes time entry, job setup in Great Plains and SharePoint, billing, documentation, and information flow. You’ll also assist with procurement, onboarding, and closeout coordination. Strong communication, organization, and time management skills are essential.

About LINX:

Join a team that connects people through technology. We design, install, and support commercial network cabling for data centers, multimedia, security, and wireless systems.

In 2003, industry experts founded LINX to create the workplace they wanted—one built on integrity, teamwork, and innovation. These core values drive us daily, shaping a culture where employees grow and take pride in their work.

Headquartered in Denver, CO, with regional offices in Seattle, WA; Salt Lake City, UT; San Antonio, TX; Atlanta, GA; Cheyenne, WY; and Des Moines, IA, we’re growing fast! With AI, remote work, and digital transformation accelerating, now is the time to build your future with LINX.

Essential Duties and Responsibilities

• Project Setup & Documentation: Enter jobs into Great Plains & SharePoint, create job folders, process approved change orders, and handle prequals/credit applications.
• Billing & Invoicing: Work with PMs to ensure accurate/timely billing, create invoices & pay applications in Great Plains, send/upload billings, and track change orders.
• Expense & Payment Processing: Submit expense reports, process per diem/check requests, approve fuel invoices, and manage temp time entry with corporation.
• Project Coordination & Administration: Oversee setup, execution, billing, and tracking projects, coordinate internal/external meetings, and manage project info flow.
• Procurement & Inventory: Order office/job site supplies, PPE, fuel, ice, and water; track & order consumable materials; receive, input, and transfer materials.
• HR & Onboarding Support: Assist with new hire onboarding, I-9s, LINX setup, on-site orientations, GC screenings, and corporate coordination.
• Compliance & Licensing: Apply for city/state licenses, process DCAT requests/renewals, and track expiration dates.
• Procore & Closeout Documentation: Upload/download project docs, create warranty letters, O&Ms, as-builts, and manage closeout/postmortem reviews.
• General Administrative Support: Reserve training rooms, order food for meetings, type correspondence, coordinate travel, and create labels for installations.

Minimum Requirements

• Advanced Proficiency in Microsoft Excel for project tracking and reporting
• Experience coordinating travel and supporting field logistics
• Ability to assist with cost tracking and basic budget updates
• Familiarity with AIA documentation and Schedule of Values support
• Experience maintaining project records including submittals, RFIs, and logs
• Ability to manage document control and distribute updated files to field teams
• Experience coordinating meetings and maintaining organized project documentation
• Strong communication and organizational skills in a construction jobsite environment