Position Summary
The Administrative Assistant provides essential office, clerical, and project support for a busy asphalt paving company. This role helps keep daily operations organized by coordinating communication, maintaining project documentation, supporting scheduling, and serving as a professional point of contact for all inbound inquiries.
The ideal candidate is highly organized, detail-oriented, dependable, and comfortable working in a fast-paced environment where priorities can change quickly. Construction office experience is preferred, but candidates with strong administrative skills and a willingness to learn construction processes may also be considered.
Key Responsibilities
· Provide administrative support for executives, estimators and project managers.
· Answer incoming phone calls, respond to emails, greet visitors, and direct inquiries in a professional and timely manner.
· Prepare, organize, and maintain construction documents, including RFIs, submittals, permits, insurance certificates, and closeout documents.
· Assist with meeting coordination, calendar management, agenda preparation, and meeting minutes.
· Communicate with subcontractors, vendors, suppliers, clients, inspectors, and internal team members to request information, follow up on outstanding items, and support project deadlines.
· Solicit, track, and organize bids, quotes, prequalifications and vendor information for new and ongoing projects.
· Process job specific paperwork such as Preliminary Notices and Certificates of Insurance.
· Enter and update project information in spreadsheets, databases, and construction management software.
· Maintain organized electronic and physical filing systems for potential, active and completed projects.
· Order office supplies, coordinate office services, and assist with general clerical duties such as copying, scanning, typing, mailing, and data entry.
· Support compliance by maintaining subcontractor documentation, W-9 forms, certificates of insurance, safety documents, and required project records.
· Assist with special projects, reports, presentations, and other administrative tasks as assigned.
Required Qualifications
· High school diploma or equivalent required; associate degree or additional business, construction, or administrative training preferred.
· Previous administrative, clerical, office support, or customer service experience required.
· Experience in a construction office environment preferred.
· Proficiency with Microsoft Office, including Word, Excel, and Outlook; and/or Google Workspace, including Google Sheets, Google Docs, and GMail
· Ability to learn and use construction management, scheduling, document control, or project tracking software.
· Strong written and verbal communication skills.
· Excellent organization, accuracy, follow-through, and time management skills.
· Ability to handle confidential information and maintain professionalism with clients, vendors, and team members.
· Ability to manage multiple priorities, meet deadlines, and work independently with minimal supervision.
· Valid Driver License and willingness to pick up plans.
Preferred Skills and Knowledge
· Familiarity with construction terminology, plans, specifications, RFIs, submittals, and closeout documentation.
· Basic understanding of job costing, purchase orders, and subcontractor paperwork.
· Experience with software such as PipeDrive, WorkForce, Adobe Acrobat, DocuSign, or similar systems.
· Strong customer service mindset and ability to build positive relationships with clients, subcontractors, vendors, and staff.
· Problem-solving skills and the ability to stay calm and organized under deadline pressure.
Work Environment and Physical Requirements
This position is typically performed in an office environment, with occasional visits to office supply store for supplies and printing or copying needs. The role requires regular use of a computer, phone, printer, scanner, and standard office equipment. The employee may occasionally lift or move office supplies, files, or materials up to 25 pounds.
Pay: $22.00 - $32.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
