Construction Office Administrator Position Available In Middlesex, Massachusetts

Construction Office Administrator Highline Construction 215 Middlesex Turnpike Extension, Burlington, MA 01803 CONSTRUCTION

OFFICE ADMINISTRATOR

As a Construction Office Administrator, you’ll play a central role in supporting our team across project logistics, documentation, scheduling, and internal coordination. You’ll work closely with our Principals, Project Managers, Estimator, and Controller to help keep projects organized, on time, and on budget. This position truly serves as the connective tissue between all departments. It’s a great fit for someone who thrives in a fast-paced environment, loves to problem-solve, organize, and finds satisfaction in supporting a team. A strong interest in residential construction and operational systems is a plus. Project Coordination Support & Communication Support Project Managers by tracking administrative tasks and communications via Slack and Buildertrend Communicate daily with PMs regarding project tasks Help team maintain current and organized records in Buildertrend and Google Drive Follow up on outstanding items and flag incomplete tasks Scheduling & Meetings Schedule and organize meetings for Principals, Estimator and PMs Support PMs in maintaining project labor schedules and job timelines Facilitate weekly team meeting and organize family lunch Job Setup & Onboarding Create and manage project folders in Buildertrend and Google Drive Support Project Planner & PMs in drafting project timelines, uploading plans, and managing key documentation Assist PMs with permitting and subcontractor agreements Selections & Ordering Help PMs and Project Planner gather selection details from clients/architects/designers Source quotes, place orders, and track deliveries, returns, and inventory Assist PMs with setting up digital agreements / approvals (Pandadoc) Financial & Controller Support Assist PMs in drafting change orders and keeping an eye on budget numbers Assist Controller in reviewing vendor invoices and assist with invoice preparation Manage subcontractor documentation: collect and upload COIs, W-9s, sub agreements; maintain sub lists in Buildertrend and QuickBooks Online Upload non-digital receipts to DEXT and manage missing receipt follow-up Update weekly timesheets after PMs finalize changes Enter invoice data into Buildertrend after billing Additional Responsibilities Attend occasional jobsite walkthroughs and project meetings Support office organization, inventory, and material management Help with marketing events and internal office initiatives as needed What We’re Looking For 5+ years of experience in construction, office management, or a related administrative role Precise, with a strong eye for detail and a need to keep organizational systems, both physical and digital, clean and tidy Excellent communication skills and ability to accept constructive feedback Strong computer skills with ability to learn new software quickly. Familiarity with Buildertrend, Slack, Google Workspace (Drive), and QuickBooks a plus Self-starter who thrives in a collaborative, fast-paced environment Passion for high-quality residential construction and client service

Job Type:

Full-time Pay:

$65,000.00 – $75,000.00 per year

Benefits:

401(k) 401(k) matching Health insurance Paid time off Vision insurance

Schedule:

Monday to Friday Application Question(s): Are you able to work in-person, at least 30hrs per week?

Experience:

Office management: 5 years (Preferred)

Language:

English (Required) Ability to

Commute:

Burlington, MA 01803 (Required)

Work Location:

In person