Administrative Assistant

Job Description

Job Description

We are seeking a highly organized and detail-oriented Administrative Assistant to support our client in the construction industry. This role serves as a critical resource for field and internal staff by coordinating project documentation, scheduling, communications, and administrative processes. The ideal candidate thrives in a fast-paced environment, can effectively manage multiple priorities, and enjoys being part of a collaborative team that helps keep projects on schedule and running efficiently.

Key Responsibilities

• Provide administrative support to Project Managers, Superintendents, and other construction team members.
• Prepare, organize, and maintain project files, contracts, change orders, permits, submittals, RFIs, and other project documentation.
• Coordinate meetings, appointments, and project schedules, including preparing agendas and meeting minutes.
• Assist with project setup and closeout documentation.
• Process purchase orders, invoices, expense reports, and vendor documentation.
• Track project deadlines and support the team with administrative follow-up on outstanding items.
• Serve as a liaison between internal departments, subcontractors, vendors, clients, and field personnel.
• Maintain accurate records within project management and document control systems.
• Support bid and proposal preparation by gathering documentation and formatting materials.
• Assist with onboarding subcontractors and ensuring compliance documentation is received and maintained.
• Answer incoming calls, respond to inquiries, and direct communications appropriately.
• Coordinate travel arrangements, company events, and team meetings as needed.

Qualifications

• High school diploma required; Associate's degree or related education preferred.
• 1+ years of administrative experience, preferably within construction, engineering, real estate development, or a project-based environment.
• Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience managing multiple deadlines and priorities in a fast-paced environment.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and professionalism when handling sensitive information.
• Self-motivated with the ability to work independently and collaboratively within a team setting.
• Experience with construction management software such as Procore, Viewpoint, CMiC, Sage, or similar platforms is a plus.

Preferred Skills

• Familiarity with construction terminology and project lifecycle processes.
• Experience supporting multiple project teams simultaneously.
• Strong problem-solving and customer service skills.
• Ability to adapt to changing priorities and project demands.