Receptionist and Construction Administrative Assistant

Job Description

Job Description

About Us

United Building Contractors, Inc. is a growing commercial construction company committed to quality, integrity, safety, and exceptional customer service. We are looking for a motivated, organized, and dependable Receptionist and Construction Administrative Assistant to join our team and support our office operations, project management staff, and company leadership.

If you enjoy working in a fast-paced environment, take pride in staying organized, and are willing to jump in wherever needed, we'd love to hear from you.

Position Summary

The Receptionist and Construction Administrative Assistant provides daily administrative and office support while assisting project managers, field personnel, and company leadership. This position plays an important role in keeping the office organized, maintaining accurate records, supporting construction projects, and ensuring efficient day-to-day operations.

Responsibilities

Administrative Support

• Provide daily administrative support to office staff, project managers, and company leadership.
• Prepare, proofread, format, and distribute correspondence, reports, and business documents.
• Maintain organized electronic and paper filing systems.
• Handle confidential employee, project, and company records.

Reception & Customer Service

• Professionally greet visitors, clients, vendors, and subcontractors.
• Answer and direct incoming phone calls.
• Receive and distribute mail, deliveries, and packages.
• Assist callers and visitors with general inquiries.

Project Support

• Assist with preparing project documents and bid packages.
• Maintain organized project files and documentation.
• Scan, label, and archive project records.
• Support project closeout documentation.
• Assist with subcontractor, vendor, and client communications.

Data Entry & Recordkeeping

• Enter and maintain accurate data in company systems and spreadsheets.
• Track company licenses, permits, insurance certificates, certifications, and other documentation.
• Maintain inventory and administrative tracking logs.

Office & Employee Support

• Coordinate meetings and scheduling.
• Prepare meeting materials.
• Support employee communications and company events.
• Assist with office organization and daily operations.

Safety & Compliance Support

• Organize and maintain safety documentation.
• Assist with ordering office and safety supplies.
• Support compliance-related administrative tasks.

Vendor & Facilities Coordination

• Communicate with vendors and service providers.
• Coordinate office maintenance and facility requests.
• Maintain vendor contact information and service schedules.

Purchasing & Financial Support

• Assist with purchase orders, invoices, receipts, and expense documentation.
• Maintain organized purchasing records.
• Help monitor office supply inventory and budgets.

General Office Duties

• Maintain a clean, professional office environment.
• Assist with special projects.
• Perform additional administrative duties as assigned.

What We're Looking For

We're looking for someone who:

• Takes initiative and works independently.
• Has excellent organizational skills and attention to detail.
• Communicates professionally with employees, customers, and vendors.
• Thrives in a fast-paced construction office.
• Is dependable, positive, and willing to help wherever needed.
• Can manage multiple priorities while meeting deadlines.

Performance Expectations

At United Building Contractors, we value employees who are proactive and take ownership of their work. When daily tasks are complete, employees are expected to remain productive by:

• Organizing files and office areas.
• Following up on outstanding tasks.
• Restocking office supplies.
• Updating records and tracking logs.
• Identifying process improvements.
• Assisting coworkers and Project Engineers.
• Supporting additional company projects as needed.
• Looking for ways to improve office efficiency.

A positive attitude, strong work ethic, professionalism, and teamwork are essential to success in this role.

Qualifications

Required:

• High school diploma or equivalent.
• Minimum 2 years of administrative office experience.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Experience with Adobe Acrobat/Adobe Pro.
• Strong organizational, communication, and time management skills.
• Ability to maintain confidential information.
• Ability to work independently and as part of a team.

Preferred:

• Administrative experience in the construction industry.
• Experience supporting project managers or construction operations.

Physical Requirements

• Ability to sit for extended periods while working on a computer.
• Ability to occasionally lift up to 25 pounds.
• Ability to bend, reach, and move throughout the office.
• Ability to read printed materials and computer screens.

Benefits

Eligible full-time employees receive:

• Medical Insurance
• Paid Time Off (PTO)
• Paid Holidays
• Professional, team-oriented work environment
• Opportunities for growth and advancement

Why Join United Building Contractors?

We're a growing company that values teamwork, accountability, and professional development. If you're looking for an opportunity to build a long-term career with a respected construction company, we'd love to hear from you.

Apply today and become part of our team!

Application Instructions

How to Apply

Please submit your resume, cover letter, and professional references by email to the Human Resources Department.

This position will remain open until filled.

\nCompany Description

With over two decades of experience, United Building Contractors has been a trusted leader in the construction and modernization of educational facilities and public works projects since 2001. We're known for our collaborative, expert approach, successfully tackling complex projects with demanding budgets and schedules. Our goal is to make the process as seamless as possible for our clients, handling every detail from scheduling and design to labor compliance and close coordination with state authorities. We deliver high-quality, on-budget facilities, allowing our clients to leave the work and the worrying to us.

Company Description

With over two decades of experience, United Building Contractors has been a trusted leader in the construction and modernization of educational facilities and public works projects since 2001. We're known for our collaborative, expert approach, successfully tackling complex projects with demanding budgets and schedules. Our goal is to make the process as seamless as possible for our clients, handling every detail from scheduling and design to labor compliance and close coordination with state authorities. We deliver high-quality, on-budget facilities, allowing our clients to leave the work and the worrying to us.