Office and Project Support Assistant

Office / Project Support Assistant We are seeking a highly organized, proactive, and detail-oriented Office / Project Support Assistant to support our team with the administrative, compliance, and documentation needs of active construction projects. This role is essential to helping projects stay organized, compliant, and moving forward from start to finish. The ideal candidate will be able to work in a fast-paced construction office, manage multiple priorities, follow up consistently, and communicate professionally with clients, vendors, subcontractors, project managers, and office staff. Key Responsibilities Project Administration Support the team with day-to-day follow-up on active construction projects Assist with project setup and maintenance of job files Track project requirements, deadlines, and pending items Maintain organized digital and physical project records Update logs, spreadsheets, and internal tracking reports Communicate with project managers, superintendents, clients, vendors, and office staff regarding project needs Change Orders Prepare and send change order requests Follow up on pending change orders, approvals, purchase orders, and signed documents Maintain accurate change order logs by project Help ensure backup documentation is organized and properly saved Compliance & Project Documentation Assist with collecting, tracking, and submitting project compliance documents Request, review, and send Certificates of Insurance (COIs) Follow up on insurance requirements, endorsements, and compliance wording Assist with subcontract agreements, vendor documents, W-9s, and other required paperwork Help ensure project files are complete, current, and properly organized Support compliance portal uploads and documentation requests when needed Lien Waivers / Releases Prepare, collect, and send partial and final releases / lien waivers Track outstanding releases from vendors and subcontractors Coordinate follow-up on missing releases to support billing and collections Maintain organized records of submitted and pending releases Billing & Office Support Assist with billing-related project follow-up Help gather backup required for invoicing and pay applications Support tracking of submitted invoices, pay applications, and outstanding requirements Assist with project closeout documentation Provide general administrative support to the office team Help with emails, document preparation, filing, and follow-up on missing paperwork Qualifications Fluent in English and Spanish , both written and verbal Strong organizational skills and attention to detail Excellent follow-up and time management abilities Ability to manage multiple projects and deadlines in a fast-paced environment Professional written and verbal communication skills Proficiency in QuickBooks, Microsoft Word, and Excel Knowledge in Knowify is a plus Comfortable using spreadsheets, tracking logs, and digital filing systems Ability to learn client requirements, internal procedures, and project workflows quickly Construction office experience is preferred Experience with change orders, compliance documents, COIs, billing support, and releases is strongly preferred What We're Looking For Professional, dependable, and proactive Able to follow through and keep projects moving Comfortable working with deadlines and detailed documentation A team player with a positive attitude Someone who can bring structure, organization, and support to active construction projects Work Environment Office-based position Fast-paced construction subcontractor environment Opportunity for growth within the company

Pay:

$15.00 - $20.00 per hour

Benefits:

Dental insurance Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person