An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
•Our preference is this candidate live within a 30 minute drive of the office• John F. Pennebaker Co., Inc. is a commercial mechanical contractor specializing in HVAC, piping, boilers, chillers, and central utility systems for institutional, government, healthcare, and commercial clients throughout Georgia. We are seeking a highly organized, detail-oriented Administrative Assistant to support our project management, bid coordination, and daily office operations. This position plays an important role in keeping our projects organized from the bidding phase through project closeout while providing administrative support to our Project Coordinators, Project Managers, and leadership team. The ideal candidate is proactive, dependable, and enjoys working in a fast-paced construction environment where priorities can change quickly. Success in this role requires excellent organizational skills, strong communication, attention to detail, and the ability to manage multiple tasks simultaneously. Responsibilities Support Project Coordinators and Project Managers with day-to-day project administration. Download, organize, and distribute project plans, specifications, addenda, and bid documents. Maintain bid calendars, project files, document logs, and electronic filing systems. Assist with preparing and tracking submittals, RFIs, change orders, purchase orders, closeout documents, and O&M manuals. Coordinate material orders and communicate with vendors, subcontractors, suppliers, and clients. Monitor outstanding project documentation and follow up to help keep projects moving. Answer and direct incoming phone calls and greet clients, vendors, and visitors in a professional manner. Receive, sort, and distribute incoming mail and deliveries. Schedule meetings and maintain office calendars. Prepare correspondence, spreadsheets, reports, and other project documentation. Order office supplies and maintain inventory. Provide general administrative support to the project management and operations teams. Perform other administrative and project support duties as assigned. Qualifications High school diploma or equivalent required; additional education is a plus. Previous experience in construction administration, project coordination, office administration, or a related field is preferred. Strong organizational and time-management skills with exceptional attention to detail. Excellent written and verbal communication skills. Proficiency with Microsoft Office, including Outlook, Word, and Excel. Experience with Adobe Acrobat and construction management software such as ProjectSight, Procore, Bluebeam, or Autodesk Construction Cloud is a plus. Ability to prioritize multiple projects and meet deadlines with minimal supervision. Professional attitude with a strong customer service mindset. Ability to work independently while contributing to a collaborative team environment. Benefits Competitive pay based on experience Health insurance 401(k) with company match Paid holidays Paid time off Career growth opportunities Ongoing training and professional development If you enjoy staying organized, supporting multiple projects, and being an essential part of a successful construction team, we'd love to hear from you. Submit your resume today to join John F. Pennebaker Co., Inc.
