Administrative Assistant -Heavy Civil Construction Qayaq Construction, LLC

Company Overview
Ukpeaġvik Iñupiat Corporation (UIC) is the village corporation of Barrow, Alaska and is recognized as one of Alaska's top 10 companies with approximately 4,000 employees nationwide and revenues above $700M annually. UIC is projected to grow substantially in the coming years to become a top 3 company in Alaska by 2030. 

As a proud Alaska Native Corporation, our success brings growth and benefits to our Inupiat shareholders. The size and diversity of our operations means we have a broad variety of career opportunities. We recruit only qualified people looking to join a workforce characterized by strong leadership, competent and hard-working staff, and a superior work environment with a focus on career development, great wages and benefits.

Position Summary:

We are seeking a highly organized and proactive Administrative Assistant with experience in heavy civil construction and an understanding of the unique demands of working in Alaska. This role provides key support across project teams, office operations, human resources, and estimating. The ideal candidate is detail-oriented, adaptable, and capable of balancing day-to-day administrative tasks with project coordination and bid preparation responsibilities.

Key Responsibilities:

Construction & Project Support

• Support timekeeping and certified payroll processes in coordination with the accounting team and project staff.
• Maintain accurate records for subcontractors and vendors, including compliance documentation and insurance tracking.
• Serve as a liaison between the office and field teams to support smooth operations and communication.

Office Administration

• Answer phones, greet visitors, and manage day-to-day office communications.
• Order and maintain inventory of office and field supplies.
• Organize and maintain both digital and physical filing systems.
• Coordinate logistics for deliveries, equipment shipments, and internal communication between field sites and the main office.
• Provide general support to leadership, office staff, and project managers daily.

Human Resources Support

• Assist with onboarding new employees, ensuring all paperwork and documentation is completed accurately and in a timely manner.
• Coordinate with corporate Human Resources to implement policies, support benefits enrollment, and maintain employee records.
• Track employee certifications, safety training, and personnel documentation.
• Serve as a local point of contact for HR-related questions and ensure confidentiality in handling sensitive information.

Estimating & Bid Support

• Assist the estimating department with the preparation and organization of bid packages, proposals, and supporting documentation.
• Maintain an organized library of bid documents, historical data, and vendor/subcontractor information.
• Support prequalification processes and document management for public and private sector bids.
• Assist with preparation of award documents and contract setup.

Qualifications:

• Minimum 3 years of administrative experience, ideally in heavy civil construction or a related industry.
• Familiarity with construction processes, terminology, and project documentation.
• Strong working knowledge of Microsoft Office Suite (Word, Excel, Outlook); experience with HCSS, or similar software preferred.
• Experience supporting HR functions such as onboarding, personnel records, or benefits coordination.
• Prior experience assisting with bid or proposal preparation in a construction or engineering environment strongly preferred.
• Strong communication and multitasking skills, with the ability to meet tight deadlines and shifting priorities.
• Knowledge of Alaska construction logistics, seasonality, and rural project support is a strong plus.
• High school diploma or equivalent required; additional education in business, construction, or HR is preferred.

Preferred Traits:

• Comfortable in a fast-paced environment with a team-first, solution-oriented mindset
• Familiarity with public contracting requirements (DOT, FHWA, or municipal agencies)
• Experience with union documentation, certified payroll, or remote workforce coordination
• Strong organizational habits and attention to detail
• Self-starter who can anticipate needs and take initiative