Administrative Assistant

The Administrative Assistant is responsible for managing, organizing, and validating project-related documentation to ensure compliance, accessibility, and efficiency in our workflows. This role will oversee the dedicated documentation email account, receiving and processing documents from subcontractors, Project Managers (PMs), and Project Engineers (PEs).

The Administrative Assistant will play a key role in maintaining accurate records within Procore, Teams, and other internal systems while supporting administrative tasks related to documentation.

Key Responsibilities:

• Document Review & Validation:
  • Review submitted documentation for completeness and accuracy.
  • Ensure all documents meet company and project-specific requirements.
• Document Management & Filing:
  • Organize and maintain project documentation in Procore, Teams, and other relevant platforms.
  • Implement and follow standardized filing systems for easy retrieval.
• Documentation Requests & Follow-ups:
  • Proactively request missing or required documents, ensuring timely submission.
  • Focus on obtaining ULW (Unconditional Lien Waiver) documentation, as this is a priority.
• Email & Communication Management:
  • Monitor and manage the documentation email account, ensuring timely responses and organization of incoming files.
  • Communicate with subcontractors, PMs, and PEs regarding documentation status and requirements.
• Administrative Support:
  • Assist with general administrative tasks related to documentation and record-keeping.
  • Maintain logs, reports, and summaries of documentation activities.
  • Support internal teams with documentation requests and inquiries.
• Compliance & Quality Control:
  • Ensure all project documentation aligns with company policies and industry standards.
  • Assist in audits or internal reviews related to documentation accuracy and completeness.

Qualifications & Skills:

• Previous experience in administrative support, document control, or a similar role in construction, engineering, or related industries.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Teams and Microsoft Office (Excel, Word, Outlook).
• Proficiency in Excel (data entry, formulas, and basic reporting).
• Good reading comprehension in English.
• Ability to effectively communicate and follow up with subcontractors and internal teams.
• Problem-solving skills and ability to work in a fast-paced environment.

Why you should be part of our Team?

• 5 Days Work-week from 8:00AM - 5:00PM
• Legal Benefits: IMSS, Infonavit, Aguinaldo.
• Birthday leave (1 Day)
• Seguro de Gastos Médicos Mayores.
• Monthly Gym Benefit
• We will give you the tools you need to make your work happen!
• We will always promote a work-balance culture.

Intangibles Talent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.