Construction Project Administrator / Executive Administrative Assistant (Part-Time)
We are seeking a highly organized, detail-oriented Construction Project Administrator to support company ownership with the administrative and financial operations of multiple active construction projects.
This position is ideal for someone who thrives on creating order, managing documentation, maintaining accurate financial records, and ensuring projects stay organized behind the scenes. The right candidate is proactive, dependable, and capable of managing multiple priorities with minimal supervision.
This is a flexible, part-time position with primarily remote administrative work and occasional on-site coordination as needed.
Key Responsibilities
- Manage executive calendars, scheduling, and business communications
- Organize and maintain all project documentation, contracts, permits, change orders, and correspondence
- Process, track, and organize vendor invoices, receipts, purchase orders, and project expenses
- Maintain accurate bookkeeping records and assist with expense tracking and job cost documentation
- Coordinate with vendors, subcontractors, suppliers, and project stakeholders
- Monitor project timelines, administrative deadlines, and required documentation
- Prepare proposals, contracts, invoices, payment applications, and project reports
- Maintain organized digital filing systems and ensure all records are accurate and current
- Assist with permitting, compliance documentation, and project closeout packages
- Support ownership with special projects, reporting, and day-to-day business operations
- Identify administrative inefficiencies and implement systems that improve organization and workflow
Qualifications
- 3+ years of administrative experience required
- Construction administration, project coordination, bookkeeping, or accounting experience strongly preferred
- Exceptional organizational skills with meticulous attention to detail
- Experience managing invoices, expense tracking, bookkeeping records, or financial documentation
- Strong proficiency in Microsoft Office, Google Workspace, and cloud-based file management
- Comfortable learning construction management and bookkeeping software
- Excellent written and verbal communication skills
- Ability to prioritize multiple projects and consistently meet deadlines
- Self-motivated, resourceful, and able to work independently with minimal supervision
- High level of professionalism and confidentiality
- Reliable transportation required
- Weekday availability required; occasional weekends may be necessary
Preferred Qualifications
- Experience with QuickBooks or similar bookkeeping software
- Familiarity with construction contracts, permitting, lien waivers, and project documentation
- Experience supporting executives or small business owners
- Knowledge of project budgeting, job costing, or construction accounting processes
Compensation: Competitive hourly pay based on experience and qualifications.
Job Type: Part-time
Pay: $17.00 - $21.00 per hour
Benefits:
Work Location: In person
