Administrative Assistant Employment Type:

Full-Time, Hourly Schedule:

Monday-Friday Reports To:

Designated Supervisor/Manager Overtime:

Potential overtime based on business needs About the Position We are seeking a dependable, organized, and professional Administrative Assistant to support the day-to-day operations of our office and provide administrative support for our construction projects. This position works closely with management, superintendents, project staff, clients, vendors, contractors, inspectors, and employees. The ideal candidate is detail-oriented, communicates well, takes initiative, and can manage multiple priorities while maintaining accuracy, professionalism, and confidentiality. What You'll Do Administrative & Office Support Provide general administrative and front-office support to management, superintendents, project staff, and employees. Greet and assist clients, vendors, contractors, visitors, and employees in a professional and welcoming manner. Answer and direct telephone calls, take messages, respond to routine inquiries, and provide assistance as needed. Manage incoming and outgoing emails, correspondence, mail, packages, and deliveries. Prepare, format, proofread, scan, copy, and distribute reports, forms, spreadsheets, correspondence, and other business documents. Maintain calendars and assist with scheduling meetings, appointments, conference calls, and other company activities. Prepare meeting materials, agendas, sign-in sheets, and related documentation as needed. Track outstanding requests and follow up to ensure required information and documentation are received on time. Construction & Project Administrative Support Provide general administrative support to superintendents and project staff. Process online inspection requests based on information and direction provided by the superintendent. Maintain inspection records and related project documentation. Maintain organized electronic and physical project files and records. Perform data entry and maintain spreadsheets, logs, databases, and project tracking systems. Review documents for accuracy, completeness, required signatures, coding, and supporting information. Communicate with contractors, subcontractors, superintendents, and project personnel regarding missing or incomplete documentation. Assist with project correspondence, recordkeeping, meetings, and other administrative requirements. Contractor, Payroll & Invoicing Support Collect certified payroll and other required contractor documentation. Review submitted documentation for completeness and follow up with contractors or superintendents when information is missing or incomplete. Assist with processing and organizing invoices and related documentation. Perform data entry related to invoices, project records, and other administrative functions. Maintain organized records of invoices, contractor documentation, and related project and financial records. Office Operations Monitor office supplies and inventory and coordinate orders and deliveries as needed. Receive and verify packages, supplies, and materials and report discrepancies or damage. Maintain a clean, organized, safe, and professional office environment. Operate computers, printers, scanners, copiers, telephone systems, and other standard office equipment. Use Microsoft Office, including Word, Excel, Outlook, and Teams , along with shared drives, databases, and company-specific software. Assist with routine employee administrative needs, onboarding paperwork, forms, and other internal requests. Coordinate routine office maintenance and facility requests as needed. Assist with special projects and other duties as assigned. What We're Looking For Previous administrative, receptionist, office coordination, or related experience preferred. Excellent verbal and written communication skills. Strong organization and time-management skills. Excellent attention to detail and accuracy. Strong typing, spelling, grammar, and proofreading abilities. Ability to multitask, prioritize, and meet deadlines. Proficiency with Microsoft Office, particularly Word, Excel, Outlook, and Teams. Strong follow-up and problem-solving skills. Ability to work independently and effectively as part of a team. Professional appearance, communication style, and demeanor. Ability to handle confidential information with discretion. Dependable, punctual, flexible, and willing to take initiative. What Success Looks Like The successful candidate will be someone who: Keeps the office organized and running smoothly. Follows through on tasks and requests in a timely manner. Pays close attention to detail and catches missing or incomplete information. Communicates clearly and professionally with customers, contractors, vendors, and coworkers. Can manage multiple priorities while meeting deadlines. Takes pride in accurate, thorough, and professional work. Is willing to learn and assist with a variety of administrative responsibilities. Physical Requirements Ability to sit, stand, walk, bend, and reach during routine office activities. Ability to operate standard office and computer equipment. Ability to lift, carry, and move boxes, packages, office supplies, and incoming orders weighing up to 30 pounds . Work Environment This is primarily an office-based position with regular interaction with employees, clients, vendors, contractors, superintendents, inspectors, and visitors. Occasional work in or around construction project areas, deliveries, or inspections may be required. A professional, courteous, and respectful demeanor is expected at all times.

Pay:

$40,000.00 - $50,000.00 per year

Benefits:

401(k) 401(k) matching Health insurance Health savings account Life insurance Paid time off Retirement plan

Work Location:

In person