Job Title: Construction Administrative Assistant
Job Type: Full-time
Reports To: Project Manager / Office Manager
Job Summary
We are seeking an organized, detail-oriented Construction Administrative Assistant to support our office and field management teams. In this role, you will handle critical clerical tasks, maintain project documentation, and act as a central point of contact for subcontractors, vendors, and clients. The ideal candidate thrives in a fast-paced environment and has a solid understanding of construction workflows, contracts, and compliance requirements.
Key Responsibilities
Daily Office Operations
- Greet and direct visitors, clients, and internal staff in a warm, professional manner.
- Manage phone systems by answering inquiries, screening calls, and routing messages.
- Sort and distribute incoming mail, packages, and handle outbound shipping logistics.
- Maintain inventory of office and kitchen supplies, proactively ordering stock as needed.
- Oversee office equipment functionality, scheduling routine maintenance or repairs.
Scheduling & Coordination
- Coordinate calendars, schedule appointments, and resolve scheduling conflicts.
- Organize meetings by booking conference rooms, setting up A/V tech, and arranging catering.
- Take meeting minutes, summarize action items, and distribute them to stakeholders.
- Book travel arrangements, including flights, hotels, and ground transportation itineraries.
Data, Bookkeeping & Documentation
- Prepare and edit professional communications, reports, memos, and presentations.
- Maintain filing systems by organizing physical records and digital cloud storage databases.
- Perform data entry to keep client databases, spreadsheets, and internal tracking updated.
- Process expense reports, invoices, and assist with basic departmental bookkeeping tasks.
- General Office Support: Answer phone calls, greet office visitors, order field and office supplies, and maintain digital and physical filing systems.
Required Skills and Qualifications
- High school diploma or equivalent qualification; Associate's or Bachelor's degree preferred.
- Proven experience working as an Administrative Assistant, Office Assistant, or similar clerical role.
- Strong proficiency in software like Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
- Superb communication skills, both written and verbal, with a customer-centric focus.
- Excellent time-management and multitasking skills, with an ability to prioritize urgent requests.
- High level of discretion and integrity when handling sensitive or confidential information.
Preferred Skills (Bonus)
- Professional certifications, such as a Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS).
- Familiarity with tools like QuickBooks, Salesforce, or industry-specific project management software.
Benefits
- Competitive hourly wage or salary
- Paid Time Off (PTO) and holiday pay
- IRA retirement plan
- Vacation
Pay: $17.00 - $25.00 per hour
Benefits:
- Paid time off
- Retirement plan
Work Location: In person
