Construction Administrative Assistant

Job Description

Job Description

We are looking for a Construction Administrative Assistant to support a fast-paced construction services team in St Petersburg, Florida. This Long-term Contract opportunity is well suited for someone who enjoys keeping project records accurate, coordinating documentation, and providing dependable office support in an on-site setting. The role offers a flexible part-time schedule of approximately 20+ hours per week across 3–4 days, with the possibility of expanded hours over time.

Responsibilities:
• Support daily administrative activities tied to active construction projects and office operations.
• Maintain accurate records for projects, clients, contractors, and vendors by updating databases and tracking information consistently.
• Enter, organize, and review data from spreadsheets, reports, and project files to help ensure completeness and accuracy.
• Prepare and manage project documentation, including contract-related forms, proposals, submittals, warranties, change records, bid materials, and closeout paperwork.
• Create and update tasks and project details within project tracking or management systems.
• Generate reports and distribute organized files through shared digital platforms such as SharePoint, OneDrive, or similar tools.
• Monitor outstanding items and follow up on pending documents, approvals, warranties, and other open requests.
• Keep electronic filing systems orderly by applying established naming conventions, version control practices, and internal procedures.
• Review documents for missing, duplicate, or inconsistent information and escalate discrepancies to the appropriate team members.
• Provide additional clerical and administrative support, including general office assistance and front-desk related tasks as needed.• Prior administrative experience in construction, roofing, architecture, engineering, property management, or a similar detail-focused services environment is required.
• Working knowledge of construction documents and terminology, such as submittals, change orders, warranties, lien releases, bid forms, scopes of work, and project closeout materials.
• Strong proficiency with Microsoft Excel, Word, and Outlook, with confidence handling detailed spreadsheets and document formatting.
• Experience using project management systems, databases, or related software to track project activity and maintain records.
• Ability to work with PDF editing or document comparison tools such as Adobe Acrobat Pro or comparable applications.
• Excellent attention to detail, with strong proofreading, data entry, and accuracy-focused document review skills.
• Strong communication and organizational abilities, including the judgment to identify incomplete information and ask clarifying questions.
• Must be comfortable working independently in a fully on-site role and handling repetitive administrative tasks with consistent follow-through.