Administrative Assistant

Job Description

Job Description

About Us

We are a growing construction company committed to delivering high-quality residential and commercial projects. We are seeking a reliable, organized, and detail-oriented Administrative Assistant to support our daily operations and help ensure projects run smoothly.

Position Summary

The Administrative Assistant will provide administrative support to the management team, coordinate office operations, and assist with project documentation, scheduling, and communication. This role requires excellent organizational skills, strong communication abilities, and the capacity to manage multiple tasks in a fast-paced construction environment.

Key Responsibilities

• Answer and direct phone calls, emails, and customer inquiries.
• Schedule appointments, meetings, and project-related activities.
• Prepare, organize, and maintain project files and company records.
• Assist with contracts, permits, invoices, purchase orders, and other construction documentation.
• Coordinate with project managers, subcontractors, suppliers, and clients.
• Track project documentation and ensure all paperwork is completed accurately and on time.
• Process incoming and outgoing mail and deliveries.
• Order office supplies and maintain office equipment.
• Assist with payroll, timecards, and data entry as needed.
• Support management with administrative tasks and special projects.

Qualifications

• High school diploma or equivalent (Associate's degree is a plus but not required).
• Previous administrative or office experience, preferably in the construction industry.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Experience with QuickBooks, construction management software, or accounting software is an asset.
• Excellent organizational, multitasking, and time management skills.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.
• Professional, dependable, and customer-service oriented.

Preferred Skills

• Knowledge of construction terminology and processes preferred but not required.
• Experience handling permits, subcontractor documentation, and project scheduling preferred but not required.
• Familiarity with invoicing and accounts payable/receivable.