Administrative Assistant

Position Title: Administrative Assistant

Be the person who keeps a busy construction office moving forward. We are seeking an organized, proactive Administrative Assistant to support the day-to-day operations of an established federal construction contractor. This role works closely with leadership and project teams, providing support across project administration, subcontractor compliance, accounting, HR, recruiting, office operations, and executive-level needs.

This is a highly visible role with exposure across the business and the opportunity to take on increasing responsibility over time. The ideal candidate has at least one year of administrative experience within the construction industry and knows how to confidently follow up, stay organized, and get information from busy people without letting details fall through the cracks.

Salary Range: $55,000 - $70,000 / Year, DOE


Responsibilities

• Follow up with subcontractors to collect closeout documents, certified payroll documentation, lien waivers, insurance certificates, W-9s, and other required project information
• Prepare and manage construction subcontract agreements, ensuring required attachments, documentation and references are complete
• Enter new projects, subcontractors, clients and other information into Procore, BuildingConnected and additional internal systems
• Support project invoicing and payment documentation in Procore and gradually assist with accounts payable, accounts receivable and invoicing functions
• Request and coordinate bid bonds, insurance certificates, performance bonds and payment bonds with insurance and surety providers
• Coordinate calendars, meetings, travel arrangements, interviews and candidate tracking while preparing reports, communications and meeting minutes as needed
• Support employee onboarding, including equipment and laptop setup, software licensing, system access, business cards, office supplies, safety equipment and benefits enrollment coordination
• Work closely with the company's third-party IT provider on employee devices, help desk requests, software licensing and information security requirements
• Maintain employee credentials, qualifications, company resumes, organizational charts, project profiles and other internal records used for operations and proposals
• Coordinate office supplies, incoming mail, phone calls, visitors, filing systems and other day-to-day office management needs
• Deliver sealed proposals, attend pre-bid meetings, and provide additional administrative support to project teams and leadership as needed

Requirements

• 1+ years of administrative experience within the construction industry
• Experience working for a general contractor or subcontractor with an understanding of construction processes and documentation
• Strong organizational and time management skills with the ability to manage competing priorities and consistently meet deadlines
• Confident communication skills with the tact and persistence to obtain necessary information from project managers, superintendents, subcontractors, vendors, and senior leadership
• High level of discretion and professionalism when handling confidential employee, HR, and compensation information

Preferred Qualifications

• Strong Microsoft Office skills, particularly Excel and Word, with experience using Adobe Acrobat and SharePoint preferred
• Procore experience preferred; exposure to QuickBooks, BuildingConnected, or certified payroll processes is a plus
• Valid driver's license and reliable transportation for occasional proposal deliveries, meetings, or other business needs

Benefits

• Medical insurance
• Negotiable PTO
• SIMPLE IRA with a company match, subject to eligibility requirements
• Short-term and long-term disability coverage and a $50,000 life insurance policy
• 11 paid holidays

If you know construction, take ownership of the details, and want a role where your initiative will open the door to greater responsibility, apply today and build your next chapter with a company that rewards people who step up.


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