Administrative Assistant
Company: King Kong Construction
Location: Park Slope, Brooklyn, NY — On-site
Type: Full-time
Reports to: Founder
Compensation: $55,000–$70,000 per year, based on experience, plus annual performance bonus
About the Role
King Kong Construction is a Brooklyn-based general contractor serving residential and commercial clients throughout New York City.
We are looking for an Administrative Assistant to manage the administrative and financial side of our projects and work directly with the company founder.
This is an active construction role, not a receptionist position. You will coordinate jobsites, work with suppliers and subcontractors, negotiate pricing, manage purchasing and payments, track project documentation, and help keep projects on schedule and on budget.
Construction experience is required.
Responsibilities
Client and Project Coordination
* Respond to and follow up on new leads and track them through the sales process
* Schedule site visits and estimates and confirm appointments
* Track outstanding proposals and follow up on open bids
* Serve as the office point of contact for clients from contract through project closeout
* Track project schedules, milestones, and deliverables
* Identify and flag delays or problems early
* Coordinate between the founder, project managers, field crews, subcontractors, and clients
* Maintain contracts, change orders, submittals, RFIs, project photos, and closeout documents
Vendors, Suppliers, and Purchasing
* Find and maintain relationships with suppliers and subcontractors
* Request, compare, and negotiate quotes and pricing
* Issue purchase orders and track deliveries
* Resolve pricing issues, backorders, damaged materials, and returns
* Negotiate terms and work to secure the best available pricing
Materials and Logistics
* Schedule material deliveries based on jobsite schedules and available storage
* Coordinate trucking, staging, street access, dumpsters, and containers
* Track material quantities and identify shortages or overages
* Coordinate returns of unused materials
* Maintain accurate records of materials ordered, delivered, and paid for
Billing and Payments
* Prepare and issue client invoices and progress billings
* Track incoming payments and outstanding balances
* Follow up on overdue receivables
* Review and schedule vendor and subcontractor payments
* Match invoices against purchase orders and delivery tickets
* Track project budgets against actual costs
* Report cost issues and variances to the founder
Compliance and Records
* Maintain permits, filings, inspection records, and related documentation
* Coordinate with expeditors when necessary
* Track certificates of insurance, W-9s, workers’ compensation coverage, and licenses for subcontractors and vendors
* Collect and file lien waivers
* Maintain safety and other required site documentation
* Keep company and project files organized and up to date
Executive Support
* Provide full-time administrative support to the founder, including calendar management, travel, correspondence, meeting preparation, and follow-up
* Draft and manage client, vendor, and internal communications
* Prepare reports, summaries, and meeting materials
* Handle confidential business and financial information appropriately
Qualifications
Required
* Previous experience in construction, contracting, architecture, engineering, or a closely related field
* Working knowledge of construction terminology, materials, sequencing, and jobsite operations
* Strong organizational skills and the ability to manage multiple projects at once
* Ability to negotiate with vendors and maintain firm pricing and schedule expectations
* Strong understanding of invoices, budgets, markups, and reconciliations
* Excellent written and verbal communication skills
* Proficiency with Microsoft Office or Google Workspace, particularly spreadsheets
* Ability to work full-time on-site in Park Slope
Preferred
* Familiarity with NYC DOB permitting and filing processes
* Experience with QuickBooks or similar accounting software
* Experience with construction management software such as Procore, Buildertrend, or CoConstruct
* Experience with AIA billing and lien waiver processes
* Spanish or Chinese language skills
* Licensed notary public. If you are not currently commissioned, we will cover the cost of certification.
Why Work Here
You will work directly with the founder and have responsibility for the administrative, purchasing, financial, and coordination side of the company’s projects.
This is a hands-on position for someone who wants to take ownership and keep the operation organized and moving. It is not a receptionist or basic office assistant role.
King Kong Construction is an equal opportunity employer.
Pay: $55,000.00 - $70,000.00 per year
Benefits:
- Paid time off
- Parental leave
- Professional development assistance
Work Location: In person
