Construction Administrative Assistant

Job Description

Job Description

We are looking for an organized, dependable, and detail-oriented Administrative Assistant to join our construction office team. The ideal candidate will help coordinate permits, communicate with vendors and subcontractors, track project documentation, and assist with daily office operations.

Construction industry experience is preferred. The right candidate must be organized, able to multitask, and comfortable communicating with contractors, municipalities, vendors, and project teams.

Responsibilities

• Permits & Municipal Coordination: Assist with preparing, submitting, and tracking construction permits, inspections, licenses, and municipal paperwork.
• Vendor Coordination: Communicate with vendors regarding pricing, orders, invoices, deliveries, and payments.
• Subcontractor Coordination: Follow up with subcontractors regarding schedules, insurance certificates, W-9s, contracts, invoices, and required documentation.
• Project Administration: Maintain project files, organize contracts, track deadlines, and keep records up to date.
• Invoices & Purchase Orders: Assist with processing invoices, preparing purchase orders, and tracking project expenses.
• Document Management: Organize plans, permits, proposals, change orders, and other construction-related documents.
• Scheduling & Follow-Up: Coordinate inspections, follow up on outstanding items, and help ensure deadlines are met.
• General Office Support: Answer emails and phone calls, maintain spreadsheets, and assist with daily administrative tasks.

Qualifications

• Previous administrative or office experience required.
• Construction industry experience preferred.
• Experience dealing with building departments, municipalities, permits, or inspections is a plus.
• Strong organizational skills and attention to detail.
• Excellent communication and follow-up skills.
• Proficiency in Microsoft Office, especially Outlook and Excel.
• Ability to manage multiple projects and deadlines.
• Reliable, proactive, and able to work independently.

Join us to be part of a vibrant team dedicated to excellence in construction project support! We value proactive individuals who thrive on organization, communication, and delivering exceptional service every day.