We are seeking a highly organized and detail-oriented Administrative Assistant to support our client in the construction industry. This role serves as a critical resource for field and internal staff by coordinating project documentation, scheduling, communications, and administrative processes. The ideal candidate thrives in a fast-paced environment, can effectively manage multiple priorities, and enjoys being part of a collaborative team that helps keep projects on schedule and running efficiently.
Key Responsibilities
- Provide administrative support to Project Managers, Superintendents, and other construction team members.
- Prepare, organize, and maintain project files, contracts, change orders, permits, submittals, RFIs, and other project documentation.
- Coordinate meetings, appointments, and project schedules, including preparing agendas and meeting minutes.
- Assist with project setup and closeout documentation.
- Process purchase orders, invoices, expense reports, and vendor documentation.
- Track project deadlines and support the team with administrative follow-up on outstanding items.
- Serve as a liaison between internal departments, subcontractors, vendors, clients, and field personnel.
- Maintain accurate records within project management and document control systems.
- Support bid and proposal preparation by gathering documentation and formatting materials.
- Assist with onboarding subcontractors and ensuring compliance documentation is received and maintained.
- Answer incoming calls, respond to inquiries, and direct communications appropriately.
- Coordinate travel arrangements, company events, and team meetings as needed.
Qualifications
- High school diploma required; Associate's degree or related education preferred.
- 1+ years of administrative experience, preferably within construction, engineering, real estate development, or a project-based environment.
- Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
- Experience managing multiple deadlines and priorities in a fast-paced environment.
- Exceptional organizational skills and attention to detail.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality and professionalism when handling sensitive information.
- Self-motivated with the ability to work independently and collaboratively within a team setting.
- Experience with construction management software such as Procore, Viewpoint, CMiC, Sage, or similar platforms is a plus.
Preferred Skills
- Familiarity with construction terminology and project lifecycle processes.
- Experience supporting multiple project teams simultaneously.
- Strong problem-solving and customer service skills.
- Ability to adapt to changing priorities and project demands.