Construction Administrative Assistant

Job Description

Job Description

About the Role

The Construction Administrative Assistant will provide clerical, coordination, and document support for project managers, field staff, subcontractors, vendors, and office leadership. This position is ideal for someone who is detail-oriented, professional, and comfortable working in a fast-paced construction environment.

Key Responsibilities

·       Answer phones, greet visitors, respond to general inquiries, and route communications to the appropriate team members.

·       Prepare, organize, and maintain project files, contracts, permits, insurance certificates, invoices, purchase orders, and other construction documents.

·       Assist with scheduling meetings, tracking deadlines, preparing agendas, and distributing meeting notes or follow-up items.

·       Support project managers with subcontractor coordination, vendor communication, and document tracking.

·       Process invoices, expense reports, pay applications, lien waivers, and related paperwork for review and approval.

·       Maintain accurate electronic and paper filing systems for active and completed projects.

·       Order office supplies, coordinate basic office needs, and provide general administrative support as needed.

Qualifications

·       Previous administrative experience required; construction industry experience strongly preferred.

·       Strong organizational skills with the ability to manage multiple priorities and deadlines.

·       Professional communication skills, both written and verbal.

·       Proficiency with Microsoft Office, including Outlook, Word, and Excel.

·       Experience with construction management software such as Procore, Sage, Viewpoint, or similar platforms is a plus.

·       Ability to handle confidential information with professionalism and discretion.

·       High school diploma or equivalent required; associate degree or related training preferred.