Administrative Assistant

Job Summary:

Audubon Field Solutions is currently seeking a Onsite Administrative Clerk to join our Team.  The Onsite Administrative Clerk - NDE Program provides onsite administrative and coordination support for nondestructive examination (NDE) activities. This position maintains accurate records and timely reporting for labor hours, equipment, travel, and related project expenses.

The role works closely with NDE technicians, project leadership, field personnel, vendors, and internal administrative teams to keep project information organized, current, and audit-ready. The position is onsite and requires consistent attention to detail, confidentiality, follow-through, and professional communication.

PRIMARY RESPONSIBILITIES:

• Maintains a safe, secure, and professional work environment by following company and site safety requirements.
• Collects, reviews, and enters daily timekeeping information for NDE personnel and confirms accuracy with supervisors or project leads.
• Tracks NDE equipment assignments, transfers, check-in/check-out status, calibration documentation, maintenance needs, and availability.
• Maintains organized equipment, personnel, and project files in accordance with company procedures.
• Collects, verifies, codes, and tracks travel expenses, receipts, mileage, lodging, meals, and other reimbursable costs.
• Prepares recurring status reports, logs, summaries, and supporting documentation for project and management review.
• Coordinates with personnel regarding missing time entries, receipts, expense details, equipment records, and other required documentation.
• Supports travel and mobilization logistics, including travel requests, itineraries, lodging information, and changes as assigned.
• Protects confidential employee, financial, client, and project information.
• Communicates issues, discrepancies, schedule changes, and urgent administrative needs promptly to the appropriate project contact.
• Supports and solicits input and feedback from team members at all levels within the organization.

EXPERIENCE AND SKILL REQUIREMENTS:

• Education: High school diploma or equivalent required; associate degree or relevant administrative training preferred.
• Experience: Two or more years of administrative, project-support, field-office, construction, industrial, energy, or similar experience preferred.
• Experience working with timekeeping, expense reporting, equipment logs, travel coordination, or project documentation preferred.
• Strong proficiency with Microsoft Office, especially Excel, Outlook, Word, and Teams; experience with timekeeping, expense, ERP, or document-management systems is a plus.
• Accurate data entry and strong attention to detail, organization, and follow-through.
• Ability to reconcile information across time records, expense receipts, equipment logs, invoices, and supporting documentation.
• Ability to prioritize multiple deadlines in a fast-paced onsite environment and manage interruptions professionally.
• Clear written and verbal communication skills with the ability to work effectively with field and office personnel.
• Ability to maintain confidentiality and exercise sound judgment when handling personnel, financial, and project information.
• Ability to identify discrepancies, research missing information, and escalate unresolved issues appropriately.
• Ability to work onsite and follow applicable site safety and security requirements.
• Eligible to work in the U.S., without sponsorship.
• Equal Opportunity Employer/Veterans/Disabled

Health, Safety, and Environmental Responsibilities:

• All employees are responsible for supporting Audubon Companies’ Health, Safety, and Environmental (HSE) policies and procedures. This includes:
• Performing duties in a manner that protects personal and team health and safety
• Participating in required HSE training, meetings, and reporting activities
• Identifying and reporting hazards, near misses, and unsafe conditions
• Following safe work practices and complying with applicable regulatory requirements

Equal Employment Opportunity

Audubon Companies is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law.

No Recruiters, please!

Equal Opportunity Employer/Veterans/Disabled