Position Summary
The Construction Office Administrative Assistant provides administrative and operational support to ensure the efficient day-to-day functioning of a construction office. This role serves as a key point of communication between project managers, field staff, subcontractors, vendors, and clients while maintaining accurate records, coordinating schedules, and assisting with project documentation.
Key Responsibilities
- Answer and direct incoming phone calls and emails professionally.
- Greet clients, vendors, and visitors to the office.
- Prepare, organize, and maintain project files, contracts, permits, and other construction documentation.
- Process invoices
- Track subcontractor certificates of insurance, licenses, and compliance documents.
- Assist with payroll processing, employee timecards, and onboarding paperwork.
- Maintain office supplies
- Support project managers with document preparation
- Enter and update project information in company software and spreadsheets.
- Maintain confidential employee and company records.
- Perform general administrative duties, including filing, copying, scanning, and data entry.
Qualifications
- High school diploma or GED required; associate degree or administrative certification preferred.
- 2+ years of administrative experience, preferably in the construction or contracting industry.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Experience with QuickBooks.
- Excellent organizational, multitasking, and time management skills.
- Strong written and verbal communication skills.
- Ability to work independently and in a fast-paced environment.
- High attention to detail and accuracy.
Preferred Skills
- Knowledge of construction terminology and project documentation.
- Familiarity with permitting, subcontractor coordination, and contract administration.
- Strong customer service skills.
- Ability to prioritize multiple deadlines and changing priorities.
- Professional demeanor and positive attitude.
Physical Requirements
- Prolonged periods of sitting and working at a computer.
- Ability to lift and move office supplies weighing up to 25 pounds.
Benefits (Optional)
- Competitive pay
- Health, dental, and vision insurance options
- Paid time off and holidays
- Professional development opportunities
Job Type: Full-Time
Schedule: Monday–Friday
Work Location: In Office
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Vision insurance
Work Location: In person
