Office Assistant

Administrative Assistant – Construction

Location: Mahwah, NJ Position Type: Full-Time, Temp-to-Hire Salary: $50k - $60k annually (Based on experience)

About the Role PrideStaff is seeking a sharp, proactive, and detail-oriented Administrative Assistant to join a fast-paced construction company in Mahwah, NJ. This role is essential to keeping daily operations running smoothly across active job sites and office management.

Key Responsibilities

• Invoicing & PO Management: Process vendor invoices, purchase orders (POs), and work orders with high accuracy.
• Document Management & Compliance: Organize, archive, and manage high volumes of physical and digital job files, including permits, subcontractor insurance certificates (COIs), and compliance documentation.
• Central Coordination: Serve as a primary point of contact for internal project teams, field staff, subcontractors, and vendors.
• Scheduling & Tracking: Coordinate calendars and schedules for active job sites, maintenance tasks, and project timelines.
• General Administrative Support: Draft professional correspondence, manage email communications, prepare project reports, and handle day-to-day office administrative tasks.

Qualifications & Requirements

• Software Proficiency:
• Required: Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Preferred / Plus: Hands-on experience with QuickBooks and/or AppFolio (or similar accounting/property management software).
• Industry Experience & Education:
• Prior administrative experience in a construction environment is preferred, but not mandatory.
• Open to recent college graduates with a degree in Construction Management seeking entry into the construction industry.
• Core Competencies:
• Proactive mindset: Ability to anticipate administrative bottlenecks and resolve issues before they escalate.
• Exceptional organizational and document-tracking skills.
• Strong written and verbal communication skills.
• Ability to prioritize multiple moving parts in a dynamic, high-energy environment.

Compensation / Pay Rate (Up to): $24.00 - $28.00 Per Hour