Administrative Assistant

Job Description

Job Description

About Your Opportunity:
As a Project Assistant, you will provide essential administrative and operational support to the Project Teams, helping ensure project documentation, coordination, and communication run efficiently from start to finish.
How You’ll Contribute:

• Process project-related documents such as contracts, change orders, RFIs, AIAs, meeting minutes, close-out materials, archiving, and other correspondence including letters and reports.
• Provide administrative support for Project Team which may include typing, scheduling meetings, or data entry.
• Ensure subcontractor compliance documentation is collected and current to support monthly billing (e.g., Releases of Liens, Stored Materials forms).
• Communicate with external partners to request and obtain complete and accurate required paperwork.
• Assist with project accounting tasks including invoice processing, joint checks, stored materials tracking, and phase assignment.
• Assist with Purchasing and Submittal processes as requested by Project Teams.
• Set up and maintain manual and electronic filing systems in accordance with Wohlsen standards.
• Provide administrative support at job sites or office locations based on assignment; responsibilities include answering phones, restocking supplies, managing shipments, and maintaining a clean, organized communal kitchen area.
• Help coordinate and guide the Project Team on routine administrative tasks and general project information.
• Effectively prioritize tasks and manage scheduling to support project needs.
• Collaborate with colleagues in a team-oriented environment to achieve shared goals.
• Demonstrate strong communication skills—written, verbal, and digital—to support professional interactions.
• Order and maintain office supplies and equipment; ensure timely distribution upon delivery.
• Sort and distribute incoming and outgoing mail and packages.
• Coordinate shipping and delivery services (FedEx, UPS, etc.).
• Greet office visitors and promptly notify the appropriate staff member of their arrival.
• Occasionally travel to job sites or other Wohlsen office locations, including transporting materials or supplies as needed.
• Provide support for project events such as groundbreaking, ribbon-cutting or topping-out. 

Relationships :

• Collaborates closely with Project Managers, Superintendents, and other members of the Project Team to support day-to-day operations.
• Maintains professional communication with subcontractors, vendors, and clients to ensure timely exchange of project information and documentation.

Authority :

• Authorized to request and follow up on documentation from external partners and subcontractors as required for project compliance and billing.
• May make routine administrative decisions within defined procedures to support project and office efficiency.

Accountability :

• Responsible for the accuracy and timeliness of administrative tasks, including document management, invoice processing, and compliance tracking.
• Accountable for maintaining confidentiality, professionalism, and consistency in all communications and project-related documentation.

Qualifications:

• High school diploma or GED required; equivalent work experience will be considered.
• Minimum of five years of experience in a technical or administrative office environment.
• Construction industry experience preferred, especially with AIA documentation and invoicing.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with Bluebeam, DocuSign, CMiC, Procore, and Textura is a plus.
• Ability to create, edit, and modify PDF documents using tools such as Bluebeam or Adobe Acrobat.
• Comfortable using a computer, keyboard, and mouse; able to operate standard office equipment such as printers, copiers, scanners, phones, and calculators.

Compensation: $57k-$68k Annually

Physical Requirements
In a normal day, this position requires little to no driving. In a normal day, the employee must be able to stand and walk for 1-4 hours.  In a normal day, the employee must be able to sit 7-8 hours. Employee must be able to lift/carry up to 10 lbs. maximum; occasionally carry small objects.  The employee must be able to use his/her upper extremities for repetitive simple grasping, pushing/pulling, and fine manipulation. In this position, employee frequently (34-66%) bend at the waist and use feet (foot controls).  Employee will occasionally (0-33%) squat the knees, climb (including ladders), reach above shoulders, kneel, crawl, and/or work at heights above 6 feet.

It is the policy of Wohlsen Construction to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, gender, gender identity, genetic information, pregnancy or any other protected characteristic under applicable law. This policy relates to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, transfer, demotion, reduction of workforce and termination, rates of pay or other forms of compensation, selection for training, the use of all facilities, and participation in all company-sponsored employee activities.

*Note to Recruiters, Placement Agencies, and Similar Organizations: Wohlsen does not accept unsolicited resumes from agencies. Please do not forward unsolicited agency resumes to our website, locations, or to any Wohlsen team member. Wohlsen will not pay fees to any third-party agency or firm and will not be responsible for any agency fees associated with unsolicited resumes. Unsolicited resumes received will be considered property of Wohlsen and will be processed accordingly.

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