POSITION SUMMARY
The Administrative Assistant is a full-time position that pays $30.00 - $35.00 per hour, based on experience which provides comprehensive administrative and operational support to the Branch Manager, Project Managers, and Project Supervisors within a commercial design-build plumbing construction environment. This role serves as the organizational backbone of the branch, ensuring seamless communication, accurate documentation, and efficient day-to-day operations across all active projects and company functions.
KEY RESPONSIBILITIES
Project Administration Support
- Maintain and organize project files, drawings, submittals, RFIs, and correspondence for all active projects
- Track project schedules, deadlines, and milestone dates; distribute updates to relevant team members
- Process and route subcontractor and supplier contracts, purchase orders, and change orders for review and approval
- Assist with Coordination of material deliveries, equipment rentals, and procurement logistics with field and warehouse staff
- Generate and follow up on submittals, inspection approvals, and permit status with governing authorities and general contractors
- Assist in the compilation of project closeout documents including O&M manuals, warranties, and as-built drawings
- Is responsible for submittals generation and submission.
- Enter job costs, field reports, and timesheets into project management software (e.g., Procore, Viewpoint, or similar)
Branch Manager Support
- Assist with management of the Branch Manager’s calendar, schedule meetings, and coordinate travel arrangements as needed
- Prepare reports, presentations, and correspondence on behalf of branch leadership
- Track branch KPIs, operational budgets, and financial summaries for management review
- Coordinate with Human Resources on hiring documentation, onboarding paperwork, and employee record maintenance
- Liaise with corporate office, accounting, and other departments on branch-level matters
Accounting & Financial Coordination
- Coordinate with the accounting department on project invoices, billing schedules, and accounts payable
- Process and track lien waivers, certificates of insurance (COIs), and supplier compliance documents
- Assist with expense reporting, petty cash reconciliation, and vendor payment follow-ups
Permits, Licensing & Compliance
- Prepare and submit permit applications to local jurisdictions; track permit status and expiration dates
- Maintain current records of contractor licenses, insurance certificates, and regulatory compliance documents
- Distribute design and engineering documents to appropriate project team members
Communication & Office Coordination
- Serve as the primary point of contact for incoming calls, emails, and visitor inquiries at the branch office
- Act as liaison between field crews, project management, clients, general contractors, and vendors
- Prepare and distribute meeting agendas, take meeting minutes, and track action items to completion
- Set up new jobs in the Johnson Plumbing project management system and maintain accurate contact directories
- Manage office supplies, mail distribution, and general office organization and upkeep
QUALIFICATIONS
Education & Experience
- High school diploma or equivalent required; associate’s degree in business administration or related field preferred
- Minimum 2–3 years of administrative experience, preferably in construction, engineering, or a trade-related industry
- Prior experience supporting multiple managers or supervisors in a fast-paced environment strongly preferred
Skills & Competencies
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams); experience with project management platforms such as Procore, Viewpoint, Build Ops, or Builder Trend is a plus
- Strong organizational skills with the ability to manage multiple priorities, deadlines, and projects simultaneously
- Excellent written and verbal communication skills with a professional and customer-service-oriented demeanor
- High attention to detail and accuracy in document preparation, data entry, and record keeping
- Ability to work independently with minimal supervision as well as collaboratively within a team environment
- Familiarity with construction terminology, permit processes, and project documentation is highly desirable
- Discretion in handling confidential company, financial, and personnel information
WORK ENVIRONMENT & PHYSICAL REQUIREMENTS
- Office-based role with occasional visits to job sites as required
- Standard office hours with potential for occasional overtime during peak project periods
- Ability to sit for extended periods and operate standard office equipment
- May be required to lift and carry files, office supplies, or materials up to 25 lbs.
COMPENSATION & BENEFITS
Compensation is commensurate with experience and qualifications. A comprehensive benefits package is offered, including:
- Competitive hourly wage or salary, DOE
- Health, dental, and vision insurance
- Paid time off (PTO) and paid holidays
- 401(k) retirement plan with company match
- Opportunities for professional development and advancement
Pay: $30.00 - $35.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
