Job Description

The Administrative Assistant – Operations plays a vital role in supporting our operations team and ensuring smooth coordination of internal company initiatives. This role is based at the front desk and serves as a key point of contact for guests and team members. The ideal candidate is organized, proactive and able to juggle a variety of administrative responsibilities with professionalism and efficiency.

Essential Functions – The Core Responsibilities of this job.

Front Desk & Office Duties

• Serve as the primary front desk representative, greeting visitors and answering phones
• Manage incoming and outgoing mail, including mail runs and sorting/distribution
• Maintain a clean, organized, and professional reception area

Operations & Compliance Support

• Coordinate and track pre-employment and ongoing drug screens, MVRs, and DOT compliance
• Maintain the private job tracking spreadsheet
• Manage and update safety code cards and prequalification resumes

Event & Celebration Planning

• Plan and assist with internal company events, including:
• Retirement parties
• Employee celebrations
• Holiday gifts and appreciation initiatives

Onboarding & Safety Documentation

• Update and maintain safety training spreadsheets
• Collect and file employee training certificates
• Manage supervisor and foreman resumes for internal use
• Order and coordinate food for company meetings or events

Additional Duties

• Provide admin support for the South Office location as needed
• Support internal communications and assist with additional projects as requested

Qualifications:

• 2+ years of administrative experience, preferably in operations or compliance environments
• Strong organization and multitasking abilities
• Proficient in Microsoft Office Suite (Word, Excel, Outlook)
• Comfortable managing sensitive information and documents
• Excellent communication and interpersonal skills

Working Conditions:

• This position is based in an office environment.
• Requires the ability to sit, stand, walk, and occasionally lift up to 50 pounds.
• Must be comfortable working in diverse environments.
• Travel is required approximately 5% of the time, including to project sites, satellite offices, or for company-wide training and development initiatives.
• Occasional extended hours or adjusted work schedules may be necessary to support events or compliance deadlines.

Skills & Competencies:

• Strong knowledge of industry-specific roles and terminologies.
• Exceptional communication, negotiation, and interpersonal skills.
• Ability to manage multiple projects simultaneously in a fast-paced environment.
• Must be able to work in high stress situations while maintaining professionalism.
• Professional and representation of MBC Holdings core values.
• Ability to connect with people in busy atmospheres and speak in front of large groups.

EEO Disclaimer

We are proud of the fact that we extend equal employment opportunities to all qualified employees and applicants for employment without regard to race, color, ethnicity, sex, sexual orientation, gender status, age, pregnancy, religion, national origin, citizenship, ancestry, physical or mental disability, medical condition, marital status, genetic information or condition, military or veteran status, political belief, or any other basis prohibited by federal, state or local law.

All phases of employment including, but not limited to, recruiting, hiring, selection for training, promotion, demotion, discipline, rates of pay or other compensation, transfer, layoff, termination, recall, use of all facilities, and participation in all company-sponsored activities, will be administered so as to further the principle of equal employment opportunity.

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