Construction Administrative Assistant

Summary

The Construction Administrative Assistant assists the Construction Project Manager and construction team in administrative tasks, including vendor enrollment, contract compiling, and furniture, fixtures, and equipment (FFE) procurement. They support construction project execution by coordinating documentation, maintaining project and maintenance logs, managing Smartsheet updates, scheduling meetings and travel, and handling general administrative duties associated with capital improvement and renovation projects.

Principal Duties and Responsibilities

Administrative and Project Support

• Provide administrative support to the construction team, including calendar management, meeting coordination, and preparation of agendas, notes, and action items
• Plan and schedule classes and meetings; manage logistics such as food and travel; document minutes and action items.
• Maintain project schedules, trackers, maintenance logs, and status reports
• Support Smartsheet management, including data entry, updates, dashboards, and basic reporting
• Assist with construction material ordering and tracking as needed

Documentation and Compliance

• Support vendor enrollment and onboarding including required documentation collection and follow-up
• Organize, maintain, and archive construction documents including contracts, RFIs, change orders, pay applications, invoices, warranties, and closeout documentation
• Assist with contract compiling, contract administration, and vendor documentation tracking (including Compliance Depot)
• Assist with due diligence documentation for acquisitions including file organization, data tracking, and supporting materials
• Ensure documentation is complete, accurate, and available for audits, reporting, and internal review

Financial and Invoice Support

• Assist with invoice processing, tracking, and reconciliation for capital and renovation projects
• Maintain invoicing logs and follow up with vendors and internal stakeholders to ensure timely payment
• Support cost tracking and reporting by updating project cost logs and summaries
• Support FFE procurement activities by tracking orders, delivery timing, and status updates with vendors and site teams

Communication and Coordination

• Coordinate internal and external communications related to construction projects
• Schedule and support project meetings, including distributing meeting materials and follow-up notes
• Assist with vendor coordination, including tracking required documentation, schedules, and deliverables

General Office and Team Support

• Assist with ordering office and project-related supplies as needed
• Support the construction team with special projects, reporting, and process improvements
• Maintain organized digital and physical filing systems

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Preferred Education and Experience

• High school diploma or equivalent required; Bachelor's degree preferred
• 2+ years' experience in project management, administrative project support, or an equivalent combination of education and experience
• Experience supporting multiple leaders or teams simultaneously; construction, real estate, or property management experience preferred Ability to establish priorities, manage time effectively, and proceed with objectives and projects independently
• Ability to establish priorities, manage time effectively, and proceed with objectives and projects independently
• Ability to multi-task and maintain strong attention to detail across multiple concurrent projects
• Ability to handle and resolve unexpected problems and changing priorities in a fast-moving, fluid environment
• Good verbal and written communication skills and strong organizational skills
• Ability to work well with onsite staff, customers, supervisors, corporate office associates, and vendors
• Demonstrated commitment to valuing diversity and contributing to an inclusive work environment

Computer Skills

• Proficiency with Microsoft Office Suite (Excel, Word, Outlook)
• Experience with Smartsheet or similar project management tools preferred
• Ability to learn and adapt to new systems and software

Other

• Work schedule may vary based on project and business needs
• Demonstrated commitment to valuing diversity and contributing to an inclusive work environment
• Occasional travel may be required

Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position.

Perks/Benefits:

At GR we recognize that exceptional people need exceptional rewards. Beyond our competitive total compensation packages, your schedule at GR will provide you with a quality of life that is difficult to achieve within hospitality or hotel roles. Additionally, our benefits package reflects our respect for workplace contributions, professional goals and personal priorities.

Griffis Residential offers the following benefits to full time Associates:

• 11 paid holidays per year including floating holidays
• Up to 16 hours of volunteer time off
• Minimum of 120 hours (3 weeks) of paid time off (PTO) accrual starting immediately for new hires
• Medical insurance program options
• Dental insurance
• Vision insurance
• Flexible Spending Accounts and Health Savings Accounts
• Company paid Basic Life/AD&D insurance for Associate (1x your annual base earnings up to a maximum of $350,000)
• Voluntary Life/AD&D insurance for Associate, spouse, and children
• Company paid short and long term disability program
• Group accident insurance, critical illness insurance, hospital care plan
• Employee Assistance Program (EAP)
• Paid New Parent Leave (up to 6 weeks of 100% wage replacement for primary caregivers and 2 weeks 100% wage replacement for secondary caregiver)
• Generous tuition reimbursement up to $5,250 per year
• Associate Referral Award Program of $1,000
• PTO Donation Program
• PTO Exchange for Student Loan Repayment Program
• Wellness Program including reimbursement for fitness and mindfulness memberships/subscriptions
• Associate discount program for travel, hotels, cell phones, pet insurance, and everyday items
• Associate Recognition Programs
• Griffis Residential 401K Retirement Savings Plan with company match
• Onsite Associate Bonus Program
• Corporate Associate Bonus Program
• Rental Discount of 20%-50%

Salary Range

$28.85-$32.21 USD

This position will remain open for a minimum of 3 days and may close at any time thereafter without notice.

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