Administrative Assistant

Job Description

Job Description

Company Summary :

Since 1918, RAM Construction Services has stood as the oldest and most experienced waterproofing and restoration contractor in the United States. With over a century of expertise, we understand the unique demands of every project and collaborate closely with architects, engineers, and general contractors to ensure the right materials and techniques are applied with precision.

Our team comprises highly skilled professionals who are deeply valued and committed to excellence. At the heart of our operations are our core values, which guide every decision and interaction:

• Relationships are our business – We build trust through transparency, respect, and long-term partnerships.
• Safety without compromise – We prioritize the well-being of our people and projects above all else.
• Unapologetically competitive – We strive to outperform, innovate, and lead in every aspect of our work.
• 360 Accountability – We take full ownership of our responsibilities, outcomes, and commitments.
• Embrace Collaboration – We believe the best solutions come from working together across disciplines and perspectives.

Compensation Highlights:

• Competitive base salary, with annual performance‑based bonus opportunities  
• Annual apparel allowance for branded workwear

Employee Benefits:

• Comprehensive medical, dental, and vision insurance plans 
• 401(k) retirement plan with employer matching contributions 
• Generous paid time off (PTO) and paid company holidays 
• Company‑paid life insurance
• Short‑term and long‑term disability coverage

Job Summary: 

The 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 platforms
• Process 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 charges

Education:

• Minimum of a High School Diploma or equivalent. 

Preferred Qualifications:

• Associate’s degree in Business Administration, Construction Management, Engineering, or a related field 
• Experience supporting multiple projects or project teams simultaneously 
• Interest in career growth toward Project Engineer or Project Manager roles

Experience, Knowledge, and Abilities Required:

• Minimum 5 years of administrative experience , preferably in a construction or project‑based environment 
• Familiarity with construction processes, terminology, documentation, and workflows 
• Experience supporting Estimators, Project Managers, Superintendents, and/or Project Engineers 
• Strong data entry, document control, and file management skills 
• Ability to use discretion and maintain confidentiality of proprietary and sensitive information 
• Excellent verbal and written communication skills 
• Strong organizational skills with close attention to detail 
• Ability to multitask, prioritize, and work under time constraints 
• Ability to work independently and collaboratively; proactive and solution‑oriented 
• High degree of professionalism, maturity, and sound business judgment 
• Customer‑service oriented with a positive, team‑focused attitude

Technology:

• Knowledge of construction management software preferred (e.g., Procore ), but not required 
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) 
• Experience with Adobe preferred 
• Proficiency with Acumatica and Procore is a plus

Work 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:

 

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this position successfully:

• Rarely: Stooping, kneeling, squatting, body twisting, crawling, sense of touch, manual dexterity, reaching, and lifting
• Occasionally: Standing, walking, range of motion, carrying, climbing stairs
• Frequently: Sitting, depth perception
• Continuously: Seeing, reading, hearing within speech range, color vision, speaking clearly

Unsolicited 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.