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.
The Construction Admin / Assistant is the operational backbone of the construction division. You keep the paperwork, documentation, and day-to-day coordination moving so that Project Managers can stay focused on field execution and client relationships. This role touches every active project in the company — the right person makes everyone around them more effective immediately.
Title :
Construction Admin/ Assistant Job ID:
76167
Pay:
$45k - $58k
DOE Shift:
40 hour work week, flexible schedule
Responsibilities:
Accounts Payable Support Receive, log, and organize all incoming subcontractor and supplier bills by project Assist Project Managers with coding bills to the correct cost codes and projects Route bills to the appropriate PM for review and approval; track and chase outstanding approvals Maintain the AP log — nothing should sit without action for more than one week Coordinate with the bookkeeper on payment runs, lien waiver collection, and aging review Document & Contract Management Maintain permit files, insurance certificates, and subcontractor contracts for all active projects Track submittal logs and ensure reviewed submittals are returned to subs on time Manage lien waiver tracking — conditional and unconditional — for every draw package Keep project folders organized in OneDrive per PDB filing standards Assist with onboarding new subcontractors: W-9 collection, insurance verification, contract execution Selections & PAQSYS Support Maintain product option data in PAQSYS — entries, spec updates, due dates, and status Assist with selections booklet preparation ahead of client meetings Track client selection deadlines across all active projects; flag overdue items to the PM Upload photos, documents, and correspondence to the correct project in PAQSYS Support Grinner on bid package assembly and subcontractor contact management Scheduling & Communication Support Schedule pre-construction, OAC, and closeout meetings at PM direction Draft and send weekly client update communications when directed by the PM Assist with subcontractor scheduling logistics and follow-up Prepare meeting agendas and distribute meeting notes General Office Schedule pre-construction, OAC, and closeout meetings at PM direction Draft and send weekly client update communications when directed by the PM Assist with subcontractor scheduling logistics and follow-up Prepare meeting agendas and distribute meeting notes
Qualifications:
2-4 years in a construction office, contractor, or real estate development environment Organized and detail-oriented — manages multiple deadlines without dropping things Strong written communication; client-facing emails need to be professional and clear Comfortable learning new software; PAQSYS training will be provided Works well with a fast-moving team; takes initiative without needing to be asked twice Experience with OneDrive, Microsoft 365, and general office software
INDSU Pay:
$45,000.00 - $58,000.00 per year
Benefits:
Dental insurance Employee assistance program Flexible schedule Health insurance Life insurance Paid time off Vision insurance
