We are seeking a dedicated and reliable Construction Administrative Assistant to join our team in the Whippany, NJ area. This role performs a wide range of administrative, clerical, and receptionist duties to support our office staff, estimators, and project managers. An understanding of the construction process and light accounting skills are required for success in this role.

Core Requirements:

Experience:

5+ years of administrative experience, ideally within the construction industry.

Software:

High proficiency in QuickBooks and MS Office (Word, Excel, PowerPoint). Experience with ACT is a plus.

Industry Knowledge:

Basic understanding of Procurement and Construction Administration tasks (bidding procedures, submittals, schedule of values, invoice processing, change orders, and project closeouts).

Compliance Knowledge:

Experience requesting, reviewing, and verifying Certificates of Insurance (COIs) from subcontractors, ensuring correct coverage limits and additional insured endorsements.

Responsibilities:

Answer phones, take messages, and route incoming calls professionally. Coordinate communication between executives, estimators, project managers, accounting, and the field team. Request, track, and maintain up-to-date files of Certificates of Insurance (COIs) for all active subcontractors and vendors. Prepare, deliver, and track project documents, including bid proposals, change orders, submittal logs, job tracking sheets, daily reports, and customer invoices. Produce and maintain current bid directories, project folders, contracts, purchase orders, and RFIs. Maintain the job costing system through accurate daily data entry. Prepare employee time sheets for payroll processing. Perform general clerical and office organization tasks as assigned.

Skills & Qualifications:

High School Graduate or equivalent. Sound judgment, accuracy, timeliness, and strong attention to detail. Highly organized with the ability to prioritize tasks and meet deadlines under pressure. Excellent writing, grammar, and proofreading skills for professional business correspondence. Ability to self-manage while maintaining a collaborative, team-oriented attitude.

Compensation and Benefits:

Hourly Rate:

$25.00 - $30.00 / hour (Depending on experience).

Benefits:

401(k) with company match, Health Insurance, Paid Time Off (Holidays, Vacation, and Sick Days).

To Apply:

Please submit your updated resume and a brief cover letter explaining your interest in the position.

Pay:

$25.00 - $30.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) 401(k) matching Health insurance Paid time off

Work Location:

In person