Job Posting: Construction Administrative Assistant
Company: JJAS Door Installations, Inc. (Woman-owned, family-run)
Location: South Florida (supporting projects across Miami-Dade/Broward)
Work Type: Full-time | In-office
Industry: Commercial Construction – Division 8 (Doors, Frames & Hardware)
About the Role
JJAS Door Installations is seeking a Construction Administrative Assistant to support our project and operations teams. This role is essential to keeping projects organized and moving—managing documentation, coordination, compliance tracking, and professional communication with general contractors, vendors, and internal teams.
If you’re organized, proactive, and comfortable in a fast-paced construction environment, we want to hear from you.
Key Responsibilities
Project Administration
- Upload/download and distribute documents through project platforms (e.g., Procore, or similar)
- Maintain clean file management in OneDrive/SharePoint (naming, version control, folder structure)
- Draft routine project emails (lead times, delivery confirmations, access constraints, action item follow-ups)
Compliance + Closeout Support
- Track and request COIs, W-9s, vendor paperwork, and required compliance docs
- Collect closeout documentation: warranties, O&M manuals, etc.
Coordination + Communication
- Schedule deliveries, walkthroughs, and meetings; confirm site contacts and access
- Take meeting minutes and distribute action items with due dates
- Coordinate with field team on required information and documentation support
Purchasing / Receiving Support (as needed)
- Support PO documentation, delivery tracking, and backorder follow-ups
- Assist with discrepancy documentation (shortages/damage) and vendor communication
Requirements
- 1–3+ years experience in construction administration (GC or subcontractor)
- Strong written communication (professional and concise emails)
- High attention to detail and strong follow-through
- Comfortable managing multiple priorities and deadlines
- Proficiency with Microsoft Office (Excel, Outlook), PDF tools, and cloud file storage
Preferred Qualifications
- Experience with Procore (or similar platforms), SharePoint/OneDrive, Teams/Zoom
- Exposure to pay apps, lien releases, and closeout processes
- Familiarity with Division 8 scope (doors/frames/hardware) is a plus
What Success Looks Like
- Logs are accurate and current; nothing is “lost” or sitting without follow-up
- Documents are organized and easy to retrieve (correct naming + version control)
- Action items are tracked and closed quickly
Job Type: Full-time
Pay: $17.00 - $21.00 per hour
Benefits:
Work Location: In person
