Jobsite Administrative Assistant - Construction

Job Description

Job Description

PROMAN Skilled Trades is hiring a Jobsite Administrative Assistant to support a large, long-term construction project in Terrell, TX.

The Jobsite Administrative Assistant will work from an office trailer on an active construction site. This person will assist the Project Superintendent, Project Manager, and project team with administrative duties, document management, accounting support, scheduling, and daily office operations.

Responsibilities

• Answer telephone calls and communicate messages to clients and vendors
• Prepare correspondence, purchase orders, change orders, and reports
• Enter employee time and create expense reports
• Perform data entry and maintain accurate project records
• Create and update Microsoft Excel spreadsheets and Word documents
• Code and upload invoices into accounting software
• Assist with accounts payable and invoice backup
• Maintain subcontractor onboarding records and follow up on missing documents
• Track subcontracts, purchase orders, change orders, insurance, and bonds
• Maintain project files and upload required documents
• Use Procore to manage the project directory
• Send and receive documents through DocuSign
• Coordinate meetings, calendars, schedules, travel, and reservations
• Process incoming and outgoing mail, including UPS and FedEx
• Order office supplies and meeting food as needed
• Print construction drawings using a large-format plotter
• Maintain a clean, organized, and professional jobsite office
• Provide additional administrative support as requested

Qualifications

• High school diploma or GED required
• Associate degree in business is preferred
• Minimum of one year of administrative assistant or secretarial experience
• Strong Microsoft Excel, Word, and Outlook skills
• Ability to prepare professional correspondence and routine reports
• Strong organizational, communication, and follow-up skills
• Comfortable working in a jobsite trailer on an active construction site
• Reliable transportation to the Terrell area
• Closed-toe shoes and appropriate jobsite attire required
• Must be able to pass a background check; results are reviewed individually
• Construction, architecture, or engineering office experience is preferred
• Accounts payable or accounts receivable experience is preferred
• Knowledge of construction terminology, Procore, DocuSign, or Concur is a plus
• Bilingual English/Spanish is a plus