Administrative Assistant Bilingual (English/Spanish) - Nashville Branch

Administrative Assistant Job Summary

The Administrative Assistant plays a critical role in supporting Apex’s waterproofing operations, project teams, and leadership. This position ensures that project documentation, equipment tracking, compliance requirements, and administrative workflows run smoothly across all branches. The ideal candidate is organized, proactive, and comfortable working in a fast paced construction environment where accuracy, follow through, and communication is essential.

Job Responsibilities

• Download, organize, and distribute bid documents and project folders to support estimators and project managers.
• Maintain rental equipment logs, ensuring accurate tracking of usage, returns, and billing alignment.
• Track Apex owned equipment and tools, including assignments, condition updates, and inventory accuracy.
• Manage insurance documentation, including COIs, subcontractor compliance, and project specific insurance requirements.
• Coordinate badging requirements for jobsite access, ensuring timely submission and compliance with GC and site protocols.
• Assist with project closeouts, including warranties, O&M manuals, and required documentation for waterproofing scopes.
• Support job setup, including budgets, job information sheets, folder creation, and internal routing for new waterproofing projects.

Administrative & Executive Support

• Provide administrative support to the Director of Operations and Office Manager, including scheduling, follow ups, document preparation, and task management.
• Serve as the primary office receptionist, answering phones, routing calls, and greeting visitors with professionalism.
• Manage Center Card compliance, ensuring employees properly code and upload receipts for the branches they support.
• Monitor Verizon fleet and truck assignments, tracking updates, device needs, and changes across field teams.

Marketing & Business Development Support

• Assist with marketing initiatives, including event coordination, photography, social media support, and promotional materials.
• Support business development events, including logistics, preparation, and follow up.
• Manage Apex swag inventory, including ordering, distribution, and event specific needs.