Construction Administrative Assistant

Construction Administrative Assistant

Join one of the nation's rapidly expanding leaders in Commercial Construction and Facility Management!

Pleasant Valley Corporation, a successful and stable, family-owned and operated Commercial Real Estate Firm established in 1976 and headquartered in Medina, Ohio, boasts a dynamic presence across four key divisions: Construction, Facility Management, Property Management, and Real Estate Brokerage. Our comprehensive suite of commercial property services is characterized by effective project management, proactive communication, top-tier workmanship, and cutting-edge solutions.

We offer:

• An exceptional culture and positive work environment
• Competitive earnings
• Comprehensive benefits
• Personal recognition
• Individual development opportunities
• A clear path for career advancement!

Shift - M-F | 8:30a 5:00p

Work Location - Onsite Medina, Ohio

Division - Construction

Team - Construction

Reports To - Vice President of Construction

Job Purpose

The Construction Administrative Assistant provides comprehensive administrative support to ensure the efficient operation of construction projects and related business functions. This role coordinates project documentation, financial workflows, permitting and licensing activities, travel arrangements, and general office administration while serving as a key communication link between field supervisors, project managers, executives, and external agencies. The Construction Administrative Assistant prepares correspondence, reports, presentations, and other business documents, maintains accurate records, and supports day-to-day operational processes. Success in this role requires strong organizational skills, attention to detail, proficiency with office systems and procedures, and a solid understanding of construction operations and financial management.

Responsibilities

• Project Financial & Accounts Receivable Support: Manage construction accounting workflows, monitor job costs, prepare monthly project pay applications (G702/G703) with lien waivers, and collaborate with the Accounts Receivable team to submit and track invoices.
• Permitting, Licensing & Compliance: Submit and track permit applications, maintain Notice of Commencement (NOC) documentation, oversee contractor license renewals and municipal registrations, and ensure compliance records remain current and organized.
• Executive & Administrative Coordination: Coordinate executive and project team travel, manage confidential documents, serve as a liaison between executives and internal/external partners, record meeting minutes, and provide in-house notary services for project and financial documents.
• Project & Operational Support: Assist with special projects by coordinating resources, tracking progress, creating digital presentations, and handling general administrative tasks including filing, packing, and shipping materials.
• Organization & Team Support: Maintain accurate project documentation, support day-to-day office operations, and perform additional administrative and operational duties as needed.

Requirements

• Construction Administration Experience: 35 years of construction administrative experience, including financial coordination, with a strong understanding of accounts payable/receivable, pay applications, and financial reporting.
• Technical & Software Proficiency: Proficiency with construction management software (e.g., Procore, Sage, Ariba, or Viewpoint) and strong computer skills, including Microsoft Word, Excel, PowerPoint, and Adobe Illustrator.
• Compliance Knowledge: Experience managing permitting, contractor licensing, municipal compliance, and related project documentation.
• Professional Skills: Excellent communication, interpersonal, organizational, multitasking, and problem-solving skills, with strong attention to detail and the ability to work independently, meet deadlines, and thrive in a fast-paced, ever-changing environment.
• Certification: Valid Notary Public certification or the willingness to obtain certification upon hire.

Do YOU have these qualities?

Apply now to explore a fulfilling career with Pleasant Valley Corporation!