We are a growing commercial property maintenance and snow removal company serving the Denver Metro area. We provide year-round facility services, including landscaping, snow removal, concrete and asphalt repair, and general maintenance for commercial, municipal, and multi-property clients. We are seeking a reliable, detail-oriented Administrative Assistant to support our day-to-day operations and ensure our projects and compliance tasks run smoothly.
Position Overview
The Administrative Assistant will play a key role in supporting our office operations, ensuring documentation accuracy, tracking budgets, and assisting with field and subcontractor coordination. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
Operations & Office Coordination
Serve as the main point of contact for internal office operations and administrative support.
Maintain and organize both physical and digital filing systems for employees, subcontractors, contracts, and compliance.
Track and update subcontractor documentation (insurance, W-9s, agreements, invoices, etc.).
Manage vendor files and coordinate with suppliers for quotes, orders, and deliveries of materials and parts.
Assist with inventory management update equipment logs, monitor repairs, and ensure tools and materials are checked in/out properly.
Maintain company fleet records (license plates, registration renewals, maintenance logs, and insurance cards).
Support in preparing purchase orders and reconciling receipts with vendor invoices.
Payroll, Compliance & Reporting
Maintain weekly payroll budgets and verify all time entries and job coding are accurate before processing.
Collect and review employee weekly worksheets for accuracy and completeness.
Enter certified payroll data into LCP Tracker and other compliance platforms (training provided if needed).
Track prevailing wage documentation and ensure compliance with contract requirements.
Maintain and update employee and subcontractor compliance lists, including insurance expirations and certifications.
Track and assist with Safety Training documentation and compliance checklists.
Prepare and maintain new hire packets and ensure I-9, W-4, and onboarding forms are completed correctly.
Support HR in recruiting coordination, scheduling interviews, and onboarding new employees.
Project & Contract Support
Update project management spreadsheets with current labor, materials, and progress notes.
Assist project managers in monitoring deadlines, contract renewals, and deliverables.
Collect and upload before/after photos or service verification documentation for contract compliance.
Track change orders, work orders, and job cost summaries for active projects.
Assist with RFP (Request for Proposal) preparation by collecting documentation, resumes, and vendor references as needed.
Prepare and distribute client reports or submittals upon request.
Communication & Scheduling
Maintain weekly calendars for meetings, safety trainings, and seasonal operations (e.g., snow season readiness).
Send reminders to field supervisors for timesheet submissions, maintenance check-ins, and equipment readiness.
Answer office phones, respond to inquiries, and route calls/messages appropriately.
Coordinate internal communications between office, warehouse, and field teams.
Send notifications to subcontractors regarding missing documents, renewals, or compliance updates.
Administrative & Financial Support
Assist with invoicing preparation, including collecting backup documentation and verifying purchase order numbers.
Reconcile credit card statements and track expenses against specific projects.
Assist with budget tracking, expense logs, and monthly reporting.
Maintain confidential personnel files and ensure company policies are followed.
Support management with quarterly reporting, equipment inventory audits, and vendor insurance renewals.
Requirements
Bilingual – English & Spanish (Required)
Clean driving record and valid driver’s license
Strong computer skills, including Excel, Word, and Google Workspace (Sheets, Docs, Drive)
Excellent communication and organizational skills
Detail-oriented, dependable, and proactive
Ability to manage multiple deadlines and support multiple departments
Prior experience in construction, landscaping, facilities maintenance, or similar industries preferred
Must be able to work on-site (not a remote position)
Preferred Skills
Experience with LCP Tracker, QuickBooks, or similar payroll/accounting software
Knowledge of compliance reporting and certified payroll processes
Understanding of subcontractor insurance requirements and vendor onboarding
Why Join Us
Competitive pay and growth potential
Supportive and bilingual team environment
Opportunity to be part of a growing company with year-round work
Hours:
Monday To Friday 7:30 AM To 4:00 Or 8:00 AM to 4:30 PM
Overtime Available during peak seasons.
Please submit Resume
