Administrative Assistant at Orion Innovation

Lewisville, Texas, United States -

Full Time

Start Date

Immediate

Expiry Date

24 Jun, 26

Salary

0.0

Posted On

26 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

HR Operations, Onboarding Coordination, Employment Compliance, Personnel File Administration, Document Coordination, Bid Tracking, Project Setup, Front Office Support, Timekeeping Data Entry, HR-Related Question Handling, Data Integrity, Salesforce, Building Connected, Estimating Inbox Management, Confidentiality, Bilingual English/Spanish

Industry

Information Technology & Services

Description

POSITION SUMMARY This position supports field-based Human Resources operations across all regions by coordinating core HR processes, ensuring employment compliance, and supporting workforce onboarding and readiness. Responsibilities include managing pre-employment requirements, background and eligibility documentation, personnel file administration, and cross-functional coordination with field leadership and Health Safety & Environment to ensure timely, accurate, and compliant hiring practices. The role also provides administrative support to preconstruction and estimating functions through document coordination, bid tracking, and project setup assistance. In addition, the position supports front office operations by welcoming visitors, directing guests appropriately, and maintaining a professional and organized reception environment The incumbent must support the guiding beliefs and core values of Orion, which are centered on Safety, Quality, Delivery, and Teamwork most importantly, with each built upon the all-important foundation of Integrity. SPECIFIC RESPONSIBILITIES * Support field-based HR operations across all regions, including candidate application assistance, onboarding coordination, and workforce readiness activities. * Coordinate pre-employment requirements (drug screens, physicals, background checks, MVRs, E-Verify) and ensure timely, compliant documentation. * Schedule and support new hire orientations in partnership with HR and HS&E. * Maintain accurate personnel and I-9 files in accordance with company policy and regulatory requirements. * Provide timekeeping data entry and basic reporting support to ensure payroll accuracy. * Serve as an initial point of contact for employees with HR-related questions or concerns, providing guidance and escalating matters to HR leadership as appropriate. * Partner with HR, field leadership, and cross-functional teams to deliver consistent operational support. * Ensure Building Connected is updated with General Contractor invitations to bid. * Maintain accurate and current project data within Salesforce. * Maintain and update approved supplier and subcontractor lists in Building Connected. * Monitor and manage the Estimating inbox, reviewing bid invitations and identifying viable opportunities for routing to the appropriate team members. * Serve as front office point of contact by welcoming and directing visitors in a professional manner EMPLOYEE SAFETY AND COMPLIANCE * Responsible and accountable for the safety of all co-workers and any others incumbent comes in contact with. * Authorized and obligated to stop work on any task or series of tasks whenever an unsafe condition or situation is anticipated or is observed. * Complies with all applicable laws, regulations and Company policies and procedures, and is subject to appropriate disciplinary action (including dismissal) for failure to do so. * Reports any and all violations of applicable laws, regulations or Company policies and procedures promptly, and is subject to appropriate disciplinary action (including dismissal) for failure to do so. * Performs other related administrative and technical duties as may be assigned or requested by immediate supervision (such as certification training, safety training, procedure review, etc.). * All employees, current and former, must maintain confidentiality by not disclosing to others any confidential, proprietary or trade secret information belonging to the Company POSITION COMPENTENCIES * Business Acumen (Business Awareness, Knowledge): Showcases knowledgeable and understanding of business operations and functions, and the ability to align goals to support the business. * Change Management (Change Readiness, Conflict Management): Demonstrates support for innovation to improve effectiveness; Initiate, sponsor, and implement organizational change. * Collaboration (Relationships, Team Interface): Establishes constructive relationship with clients and other work units to meet mutual goals and objectives of the company. * Communication (Verbal, Written): Utilizes verbal and written communication skills to express oneself clearly in conversations and interactions with others. * Managing Work (Initiative, Productivity, Results Orientation): Shows ability to plan, schedule, direct work of self and others, and provide follow up to ensure quality standards. * Problem Solving (Analytical, Creative): Makes sound, well-informed and objective decisions. * Safety Orientation (Safe Work Philosophy): Demonstrates responsibility and accountability for their own personal safety and the safety of co-workers and others; applies safe work practices in the performance of assigned tasks. * Trust and Integrity (Integrity, Credibility, Influence): Follows through on commitments; respects and maintains confidentiality. JOB SPECIFIC COMPENTENCIES * HR Operations & Compliance: Ensures accurate and timely coordination of pre-employment requirements, onboarding documentation, I-9 compliance, and personnel file maintenance in accordance with company policy and regulatory standards. * Operational & Estimating Support: Maintains bid platforms, subcontractor lists, project data, and shared inboxes; supports Operations and Preconstruction activities with accuracy and responsiveness in a deadline-driven environment. * Systems & Data Integrity: Maintains accurate data within HRIS, timekeeping systems, Salesforce, and Building Connected; monitors workflows to ensure completeness, consistency, and data integrity. * Employee Service & Communication: Serves as a professional first point of contact for employee inquiries and office visitors; provides accurate information, communicates clearly, and escalates matters appropriately. * Collaboration & Accountability: Works effectively across HR, Operations, Estimating, and HS&E; manages priorities independently, meets deadlines, and upholds Orion’s values of Safety, Quality, Delivery, Teamwork, and Integrity. POSITION REQUIREMENTS * 2+ years of experience in HR, administrative operations, or a related support role; construction experience preferred. * Working knowledge of onboarding and employment documentation processes (I-9, E-Verify, background checks). * Proficiency in Microsoft Office; experience with HRIS, Salesforce, or Building Connected preferred, with the ability to quickly learn and independently navigate new systems with minimal supervision. Strong organizational skills, attention to detail, and ability to manage multiple priorities. * Professional communication skills and ability to handle confidential information. * Bilingual English/Spanish required. The Company expects and requires the incumbent, as all employees, to observe and fulfill the above and all other safety responsibilities and to actively work toward maintaining a safe workplace. Failure to do so may result in disciplinary action, including termination of employment PHYSICAL/MENTAL REQUIREMENTS The incumbent must be able to perform the essential functions of the job with or without reasonable workplace accommodation. The individual must also be able to wear and properly utilize appropriate personal protective equipment (PPE) to work or visit within areas where it is required. This includes hard hat, safety glasses, respirators, ear plugs, steel-toed shoes, or other equipment as required by the work performed and location the work is being done. The individual must also be able to wear and properly utilize appropriate personal protective equipment (PPE) to work or visit within areas where it is required. This includes hard hat, safety glasses, respirators, ear plugs, steel toed shoes, or other protective equipment as required by the work performed and location the work is being done. This individual must also have the ability to identify critical issues and formulate action plans with all levels of management, including corporate and executive. The incumbent must possess the ability to remain calm during emergencies and respond appropriately as dictated by the circumstance of the incident and as directed by the Safety Representative or other management personnel. Must be capable of evacuating the work area in a timely manner should an emergency situation arise.

Responsibilities

This role primarily supports field-based Human Resources operations by coordinating core HR processes, managing employment compliance, and assisting with workforce onboarding across all regions. Additionally, the position provides administrative support for preconstruction and estimating functions, alongside managing front office reception duties.