Overview
Department: Administration
Reports To: HR
Location: 99 Windhaven Dr Suite 3, Nicholasville, KY 40356
Employment Type: Full-Time
Position Summary
The Administrative Assistant provides day-to-day administrative support for a construction company, ensuring efficient office operations and assisting project managers, field staff, vendors, and clients. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Key ResponsibilitiesAdministrative Support
- Answer and direct incoming phone calls and emails.
- Greet visitors, clients, vendors, and subcontractors professionally.
- Maintain filing systems, both electronic and paper.
- Prepare correspondence, reports, forms, and other business documents.
- Schedule meetings, appointments, and company events.
Construction Project Support
- Assist with project documentation, contracts, permits, and compliance records.
- Track project deadlines and maintain project files.
- Coordinate communication between office staff, project managers, subcontractors, and clients.
- Process change orders, purchase orders, and subcontractor paperwork as directed.
- Maintain job cost and project tracking spreadsheets.
Accounting & Data Entry
- Enter invoices, receipts, and other financial data.
- Assist with accounts payable and accounts receivable activities.
- Reconcile vendor statements and maintain accurate records.
- Support payroll processing by collecting employee timesheets and related documentation.
Office Management
- Order office supplies and maintain inventory.
- Coordinate equipment maintenance and office services.
- Ensure company records are accurate, organized, and up to date.
- Support company compliance with safety and regulatory requirements.
Required Qualifications
- High school diploma or GED required; associate degree preferred.
- Minimum 2 years of administrative or office support experience.
- Experience in construction, contracting, or a related industry preferred.
- Proficiency with Microsoft Office (Word, Excel, Outlook, Teams).
- Excellent organizational, communication, and customer service skills.
- Strong attention to detail and ability to maintain confidentiality.
- Ability to prioritize tasks and meet deadlines.
Preferred Qualifications
- Experience with construction management or accounting software (e.g., Procore, Buildertrend, QuickBooks, Sage, Viewpoint).
- Knowledge of construction terminology, permits, contracts, and project documentation.
- Experience working with subcontractors and vendors.
Physical Requirements
- Prolonged periods of sitting and computer work.
- Ability to occasionally lift up to 25 pounds.
- Ability to move throughout the office and visit job sites when necessary.
Compensation & Benefits
- Competitive salary based on experience.
- Health, dental, and vision insurance.
- Paid time off and holidays.
- Retirement plan options.
- Professional development opportunities.
Ideal Candidate
The ideal Administrative Assistant is highly organized, dependable, detail-oriented, and able to support both office operations and construction project teams while maintaining a professional and positive attitude.
Duties
- Manage phone systems, directing calls with professionalism and courtesy while providing exceptional customer service.
- Handle front desk responsibilities including greeting visitors, and ensuring a welcoming environment.
- Perform data entry tasks accurately using spreadsheets, word processing, and productivity software such as Microsoft Office.
- Organize and maintain filing systems—both digital and physical—to ensure quick retrieval of documents.
- Assist with calendar management, scheduling appointments, meetings, and coordinating events efficiently.
- Support office management activities including supply inventory, order processing via QuickBooks or other accounting tools, and general clerical duties.
- Provide customer support by responding to inquiries promptly via phone or email, ensuring clear communication and client satisfaction.
Qualifications
- Proven experience in office administration or clerical roles with strong organizational skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) along with computer literacy and technical proficiency.
- Experience with QuickBooks or similar accounting software is highly desirable.
- Excellent phone etiquette, communication skills, and the ability to handle phone confidently.
- Strong typing skills with attention to detail for proofreading and data entry tasks.
- Demonstrated ability to prioritize tasks efficiently while managing time effectively in a fast-paced environment.
- Previous experience in customer service or front desk roles is preferred; personal assistant experience is a bonus.
Join us as an Administrative Assistant where your organizational talent and proactive approach will make a meaningful impact! We value energetic professionals who thrive on supporting teams, streamlining operations, and delivering exceptional service every day.
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
