Administrative Assistant

Summary: The Administrative Assistant supports the company's FIT (Fitness in Task) Program by coordinating pre-employment, random, post-incident, return-to-work, and fit-for-duty testing for candidates and employees across five operating companies (OpCos) and multiple construction job sites. This position plays a critical role in maintaining compliance within a DOT-regulated environment by ensuring timely scheduling, accurate tracking, and clear communication with candidates, clinics, third-party administrators, and Corporate Medical. The role requires strong organization, attention to detail, and the ability to manage fluctuating volumes in a fast-paced setting. Essential Knowledge and Skill Requirements: • Coordinate pre-employment physicals and drug testing for 150-300 candidates per month (team volume). • Schedule and track drug and alcohol testing in compliance with DOT regulations. • Assist in managing the company's random drug testing program. • Coordinate fit-for-duty exams, return-to-work testing, and post-incident testing. • Communicate testing status and results to Corporate Medical in a timely and accurate manner. • Serve as the primary point of contact for candidates regarding testing instructions and scheduling. • Partner with designated occupational health clinics and the company's third-party administrator to ensure efficient processing. • Maintain detailed tracking spreadsheets and documentation using Microsoft Excel. • Monitor testing deadlines to ensure compliance requirements are met. • Support multiple job sites and five OpCos with consistent communication and follow-up. • Maintain strict confidentiality of medical and employment information. • Bilingual in English and Spanish preferred but not required. Supervisory Responsibilities: None Education and Experience: High school diploma or equivalent educational attainments, plus 1-2 years business/secretarial school or equivalent combinations of training and experience with minimum 3 years secretarial and/or administrative experience. Candidates that accept an offer of employment are required to undergo and successfully complete a pre-employment physical examination. This exam is essential to ensure that all potential employees meet the necessary health and fitness standards for the role. The examination includes a series of tests and evaluations conducted by a certified medical professional to assess overall physical health, identify any potential medical conditions that could interfere with job performance, and verify that the candidate is capable of safely performing the essential duties of the position. Completion and clearance of this physical are mandatory steps in the hiring process. Accessibility: If you need an accommodation as part of the employment process please contact Human Resources at Email: Equal Opportunity Employer, including disabled and veterans. If you want to view the Know Your Rights: Workplace Discrimination is Illegal poster, please choose your language: English - Spanish - Arabic - Chinese English - Spanish - Chinese If you want to view the Pay Transparency Policy Statement, please click the link: English

Created: 2026-03-04