Administrative Assistant in South Bend, Indiana at Verita Telecommunications Corp

We are seeking a highly organized and detail-oriented Administrative Assistant to support the daily operations of our telecommunications construction team. This role is responsible for providing administrative support to project managers, field supervisors, and leadership while ensuring accurate documentation, efficient coordination, and compliance with company and client requirements. The ideal candidate thrives in a fast-paced environment and has strong communication, organizational, and multitasking skills.

• Provide administrative support to project managers, construction managers, and field personnel.
• Prepare, review, and maintain project documentation, reports, contracts, permits, and correspondence.
• Process work orders, purchase orders, invoices, and expense reports.
• Track project schedules, milestones, and deliverables.
• Coordinate meetings, conference calls, and travel arrangements as needed.
• Maintain electronic and physical filing systems for telecom construction projects.
• Assist with permitting and utility coordination documentation.
• Monitor and update project management systems and databases.
• Support onboarding and administrative needs for field employees and subcontractors.
• Communicate with clients, vendors, subcontractors, and internal departments regarding project updates and administrative requirements.
• Assist with inventory tracking, equipment records, and material orders.
• Ensure records are accurate and compliant with company policies and customer requirements.
• Answer phones, respond to emails, and manage general office correspondence.
• Generate weekly and monthly reports for management.
• Perform additional administrative duties as assigned.

• High school diploma or equivalent.
• 2+ years of administrative experience, preferably in construction, telecommunications, engineering, or a related industry.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Strong organizational, time-management, and multitasking abilities.
• Excellent verbal and written communication skills.
• Ability to work independently and meet deadlines in a fast-paced environment.
• Strong attention to detail and problem-solving skills.

• Experience supporting telecommunications, utility, or construction projects.
• Knowledge of permitting processes and project documentation.
• Experience with project management software such as Smartsheet, Procore, Salesforce, or similar platforms.
• Familiarity with telecom infrastructure projects, including fiber optic, wireless, or broadband construction.

• Ability to sit for extended periods while working on a computer.
• Occasional lifting of office supplies and files up to 20 pounds.
• Ability to travel occasionally to project sites or field offices if necessary.