JOB DESCRIPTION

Job Title:

Project Administrative Assistant Job Description The Project Administrative Assistant provides critical support to preconstruction and construction teams by managing project documentation, coordinating administrative processes, and assisting with billing and change order activities. This role helps ensure the orderly flow of design and construction documentation, supports multiple project managers and project teams, and contributes to a positive, collaborative office environment. Responsibilities Assist with the creation and maintenance of submittal registers during preconstruction. Order and coordinate office supplies for field offices during the pre-construction phase. Process, log, track, and manage the flow of all project documentation to ensure accuracy and timely distribution. Follow up on administrative compliance issues and ensure required documentation is complete and up to date. Assist with the development and processing of Requests for Information (RFIs) and submittals. Prepare subcontractor and owner change orders and enter them into the construction management software. Create, track, and monitor subcontractor and owner potential change orders (PCOs). Assist in updating drawings and specifications and ensure the latest versions are distributed to the project team. Review correspondence and reports, ensure timely responses, and disseminate information to relevant stakeholders. Review change order costs for accuracy, including verification of rates and markups. Track the status of change order work in coordination with the project manager and project superintendent. Assist with monthly owner applications for payment in cooperation with the project team and project accountant. Coordinate with project managers, superintendents, field engineers, and other team members to support multiple projects simultaneously. Plan, organize, and implement work priorities to maintain an orderly flow of design and construction documentation throughout the project lifecycle. Lead and support various administrative tasks, relying on experience and judgment to plan and accomplish goals while meeting deadlines. Maintain positive working relationships with internal team members and clients through professional communication and customer service. Perform a variety of complex administrative tasks and help guide the work of others when needed. Essential Skills At least 1-4 years of experience in an administrative assistant role, preferably in the construction or service industry. Minimum of two years of construction-related experience or exposure. Working knowledge of the construction industry and construction processes. Intermediate proficiency with Microsoft Office Suite, including Word, Excel, and related tools. Additional Skills & Qualifications Experience in the construction industry is ideal. Experience in a service industry environment is beneficial. Work Environment This role is 100% onsite in a corporate office environment, with flexibility to visit job sites as needed. The position is currently based at an office on Research Boulevard and will relocate to a new office at 806 Quince Orchard in Gaithersburg, MD. Standard hours are approximately 7:00 a.m. to 3:30 p.m., providing a consistent daytime schedule. The Project Administrative Assistant works closely with a small, collaborative administrative team and supports multiple project managers and project teams, including project executives, project managers, assistant project managers, superintendents, assistant superintendents, field engineers, project engineers, coordinators, and field staff. The culture emphasizes a friendly, family-oriented atmosphere with a strong focus on work/life balance and mutual support. The organization offers a comprehensive benefits package, including medical, dental, and vision insurance; company-provided short- and long-term disability coverage and life insurance; a 401(k) plan with company match; work-based bonuses; paid time off with at least two weeks to start based on tenure; and opportunities for monetary growth after performance evaluations. Employees benefit from further education and training, clear career growth opportunities, and regular company events and outings such as golf, baseball, and fishing, contributing to a positive and engaging work environment. Job Type & Location This is a Contract to Hire position based out of Gaithersburg, MD. Pay and Benefits The pay range for this position is $29.81 - $32.22/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

Medical, dental & vision
Critical Illness, Accident, and Hospital
401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available
Life Insurance (Voluntary Life & AD&D for the employee and dependents)
Short and long-term disability
Health Spending Account (HSA)
Transportation benefits
Employee Assistance Program
Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in Gaithersburg,MD.

Application Deadline This position is anticipated to close on Aug 14, 2026. About Aston Carter Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. 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