Administrative Assistant

Administrative AssistantThe Administrative Assistant provides essential administrative and operational support, ensuring projects move efficiently from preconstruction through project execution. This role supports project managers, estimators, and leadership by handling documentation, communication, scheduling, and day-to-day administrative tasks in a fast-paced construction environment.The ideal candidate is organized, detail-oriented, and proactive, with the ability to take direction, adapt to changing priorities, and effectively manage multiple tasks in a fast-paced environment. This individual should be comfortable asking questions, following up on outstanding items, and collaborating with others while supporting RAM's commitment to safety, accountability, and strong relationships.Key Responsibilities:Acts as a liaison and coordinates administrative activities between field management, other departments, customers, vendors, and subcontractors.Assists estimators, project managers, and superintendents in preparation and maintenance of project documentation, including contracts, submittals, and progress reports.Coordinate communication between project teams, clients, and other stakeholders to ensure timely exchange of information and project updates.Order bid documents (drawings, specifications), review bid documents, review insurance requirements for the projects, order bid bond/performance bonds, and prepare & complete bid forms.AIA Billings (provides detailed information on the progress of the job) – accurate entry to CRM on multiple platformsProcess contracts & purchase orders.Maintain project files and records, digital and physical formats, ensuring accuracy and completeness.Schedule and organize project meetings, including preparing agendas and distributing meeting materials.Compose and/ or edit and distribute letters, memos, reports, and other departmental correspondence promptly.Prepare travel arrangements.Complete any special assignments, monitor progress, and adjust plans.Reconcile CC statements and accurate record keeping of receipts and chargesEducation:Minimum of a High School Diploma or equivalent.Preferred Qualifications:Associate's degree in Business Administration, Construction Management, Engineering, or a related fieldExperience supporting multiple projects or project teams simultaneouslyInterest in career growth toward Project Engineer or Project Manager rolesExperience, Knowledge, and Abilities Required:Minimum 5 years of administrative experience, preferably in a construction or project-based environmentFamiliarity with construction processes, terminology, documentation, and workflowsExperience supporting Estimators, Project Managers, Superintendents, and/or Project EngineersStrong data entry, document control, and file management skillsAbility to use discretion and maintain confidentiality of proprietary and sensitive informationExcellent verbal and written communication skillsStrong organizational skills with close attention to detailAbility to multitask, prioritize, and work under time constraintsAbility to work independently and collaboratively; proactive and solution-orientedHigh degree of professionalism, maturity, and sound business judgmentCustomer-service oriented with a positive, team-focused attitudeTechnology:Knowledge of construction management software preferred (e.g., Procore), but not requiredProficient in Microsoft Office Suite (Word, Excel, PowerPoint)Experience with Adobe preferredProficiency with Acumatica and Procore is a plusWork Environment:The Administrative Coordinator will work in a collaborative, indoor office setting alongside fellow team members. This role requires regular interaction with colleagues across departments and involves extended periods of computer-based work in a structured and supportive environment.Travel: No travel is required for this role.Physical Requirements:Rarely: Stooping, kneeling, squatting, body twisting, crawling, sense of touch, manual dexterity, reaching, and liftingOccasionally: Standing, walking, range of motion, carrying, climbing stairsFrequently: Sitting, depth perceptionContinuously: Seeing, reading, hearing within speech range, color vision, speaking clearlyUnsolicited Resumes from Third-Party Recruiters: We do not accept unsolicited referrals from third-party recruiters unless they are engaged and under contract to provide candidates for a specific opening. Any unsolicited resumes submitted without prior agreement will be considered the property of RAM Construction Services, and we reserve the right to engage at our sole discretion, with no obligations or fees owed.Equal Employment Opportunity Policy: RAM Construction Services provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.