About the Position
We are seeking a reliable, organized, and detail-oriented Administrative Assistant to support the day-to-day operations of our commercial construction company.
The ideal candidate is a proactive professional who can manage multiple priorities, communicate effectively with project managers, field personnel, subcontractors, vendors, and customers, and keep important paperwork and project information organized.
Construction experience is preferred, but we are willing to train the right candidate who has strong administrative and organizational skills.
Key Responsibilities
Office & Administrative Support
- Answer phones, respond to emails, and direct inquiries appropriately
- Maintain organized electronic and physical project files
- Enter and maintain company and project information
- Prepare correspondence, documents, reports, and spreadsheets
- Schedule meetings, appointments, deliveries, and other office activities
- Assist management and project managers with administrative tasks
- Maintain calendars and track important deadlines
Project Administration
- Set up and maintain project files
- Organize contracts, drawings, specifications, change orders, RFIs, submittals, and other project documentation
- Track project paperwork and outstanding items
- Assist Project Managers and Superintendents with document management
- Distribute project information to subcontractors, vendors, and field personnel
- Help maintain accurate project records from start through closeout
Subcontractor & Vendor Support
- Collect and maintain W-9s, Certificates of Insurance, and other required documents
- Follow up on missing or expired paperwork
- Assist with subcontractor and vendor setup
- Assist with purchase orders and material orders
- Track material deliveries and communicate updates to the project team
General Construction Office Support
- Assist with employee timecards and payroll information
- Maintain employee and company records
- Track licenses, insurance, and other compliance documentation
- Assist with new employee paperwork
- Follow up on open items and deadlines
- Provide general administrative support to the owner, project managers, and field staff
Qualifications
- 2+ years of administrative or office experience preferred
- Construction industry experience is a plus
- Strong organizational and time-management skills
- Excellent written and verbal communication
- Strong attention to detail
- Ability to manage multiple projects and priorities
- Proficient with Microsoft Office, including Outlook, Word, and Excel
- Comfortable learning construction management and accounting software
- Ability to work independently and take initiative
- Professional and positive attitude
- Ability to follow through and make sure tasks are completed
Ideal Candidate
We are looking for someone who is organized, dependable, proactive, and able to stay one step ahead.
The right person will not simply wait to be told what to do. They will recognize when paperwork is missing, follow up with vendors and subcontractors, keep project files current, communicate with the field, and make sure important deadlines and tasks do not fall through the cracks.
Construction can move quickly, so the ability to prioritize, follow up, and keep things organized under pressure is extremely important.
What We Offer
- Competitive salary based on experience
- Full-time, stable position
- Opportunity for growth within the company
- Health/Dental/Vision Insurance
- Paid Time Off
- Paid Holidays
- Simple IRA
Pay: $20.00 - $27.00 per hour
Benefits:
- Health insurance
- Paid time off
- Retirement plan
Work Location: In person
