Administrative Assistant

Responsibilities

• Provide daily administrative support to project managers, construction teams, and office leadership.
• Schedule meetings, coordinate calendars, and prepare agendas and meeting materials.
• Maintain organized project files, contracts, drawings, permits, and correspondence.
• Assist with preparing and tracking subcontracts, purchase orders, change orders, and other project documents.
• Collect and track vendor and subcontractor paperwork, including insurance certificates and required forms.
• Process invoices, track approvals, and coordinate with accounting to resolve missing information.
• Update project logs, contact lists, schedules, and internal reports.
• Communicate with clients, vendors, subcontractors, and field teams to gather information and follow up on outstanding items.
• Assist with bid submissions, proposal materials, and project closeout documentation.
• Handle general office duties, including supplies, mail, phone calls, and data entry.

Requirements

• Previous administrative support experience in the architecture, engineering, or construction (AEC) industry required.
• Familiarity with construction terminology, project documentation, and workflows.
• Proficiency in Microsoft Office, including Excel, Word, Outlook, and Teams.
• Strong organizational skills and attention to detail.
• Clear, professional written and verbal communication skills.
• Ability to manage multiple projects, prioritize requests, and meet deadlines.
• Comfortable working with both office staff and field personnel.
• Ability to handle confidential information with discretion and follow through with minimal supervision.

Preferred Qualifications

• Experience supporting project managers or construction leadership.
• Familiarity with Procore, Bluebeam, or similar construction software.
• Experience tracking certificates of insurance, change orders, submittals, or RFIs.
• Experience assisting with invoicing, purchase orders, or project accounting support.