Administrative Assistant

Job Description

Job Description

PART TIME We are looking for a detail-oriented Administrative Assistant to support a busy construction. This Long-term Contract position offers a part-time schedule, working Monday and Friday with flexibility for one additional midweek day. The role will help keep projects organized by managing information, coordinating communication, and assisting project staff with day-to-day administrative needs.

Responsibilities:

• Maintain organized project files, including agreements, permits, drawings, and related construction records.

• Distribute updated project documentation and help ensure teams are working from the most current information.

• Arrange meetings, calls, and site visits while keeping calendars and schedules aligned for project staff.

• Support project managers by preparing agendas, recording meeting notes, and following up on assigned action items.

• Communicate with subcontractors and vendors to request pricing, assist with order coordination, and monitor delivery timelines.

• Enter project details into tracking systems and keep records of progress, costs, and key milestones accurate and current.

• Prepare status reports and presentation materials to support project reviews and team updates.

• Handle general office support duties, including answering inbound calls and assisting with front-desk style administrative tasks.

• Prior experience in an administrative support role, preferably within construction, engineering, or a project-based environment.
• Strong organizational skills with the ability to manage multiple tasks and priorities efficiently.
• Accurate data entry skills and a high level of attention to detail when handling documents and records.
• Comfortable coordinating schedules, meetings, and communication across internal teams and external partners.
• Clear and courteous phone manner with experience handling inbound calls and general office inquiries.
• Proficiency with standard office software and the ability to learn project tracking or construction management systems.
• Ability to work independently in a part-time schedule while remaining responsive to team needs.