Administrative Assistant - Construction

Overview We are seeking a detail-oriented and proactive Administrative Assistant to join our team. The ideal candidate will provide essential support to our operations, ensuring that daily administrative tasks are completed efficiently and effectively. This role requires excellent organizational skills, strong communication abilities, and a self starting mentality. Responsibilities Administrative and Clerical Support- Managing correspondence : Handling emails, phone calls, and general communication, including those from contractors, suppliers, clients, and internal teams. Receiving and opening the mail as appropriate. Document management : Organizing and maintaining construction project files, contracts, blueprints, and other essential documents. Ensuring that all paperwork is filed properly and easily accessible. Project Coordination Support-Document control : Assisting with document control for projects, including updating construction schedules, coordinating change orders, and ensuring proper version control of blueprints and project documents. Tracking project milestones : Monitoring construction project timelines, helping to ensure that tasks are completed on schedule, and notifying team members of upcoming deadlines. Subcontractor coordination : Assisting in the onboarding and management of subcontractors, ensuring they have necessary documentation and work orders. Office Management- Supply management : Ordering and managing office supplies, construction materials, and equipment needed for ongoing projects. Ordering material and ensuring accuracy, routing to the correct job with labeling. Maintaining office equipment : Overseeing the maintenance of office equipment (copiers, printers, fax machines, etc.) and coordinating service or repairs as needed. Receiving deliveries : Managing deliveries of materials and supplies to the office or job sites, ensuring the proper distribution and labeling of items. Office cleanliness and organization : Maintaining a well-organized office, coordinating cleaning schedules, and ensuring a tidy and professional work environment. Client and Vendor Relations- Invoicing in QuickBooks Managing vendor and subcontractor invoices, ensuring they match contracts and purchase orders, and submitting them for payment approval. Human Resources Support Onboarding new employees : Assisting with the hiring process for administrative or field staff, including scheduling interviews, conducting background checks, and preparing necessary paperwork. Employee records : Maintaining up-to-date personnel files for office and field staff, tracking certifications, training, and work history. Timekeeping and payroll assistance : Assisting with tracking employee time, overtime, and leave requests, and submitting payroll information. Financial and Accounting Support Technology and IT Support Skills Construction terminology knowledge : Familiarity with construction terminology, project processes, and documentation is a plus. Invoice management software : Experience with industry-specific software. EMB, T&M, Quick Books, Microsoft Project, etc. Attention to detail : High level of accuracy in managing documents, contracts, schedules, and invoices. Time management : Ability to juggle multiple tasks and projects simultaneously, especially during busy periods. Strong communication skills : Capable of communicating clearly with diverse stakeholders, including clients, contractors, vendors, and internal teams. Problem-solving skills : Ability to troubleshoot issues and come up with solutions quickly. Join our team as an Administrative Assistant where your contributions will play a vital role in enhancing our operational efficiency and delivering outstanding service to our clients.

Pay:

$18.00 - $26.00 per hour

Benefits:

401(k) 401(k) matching Flexible schedule Retirement plan Ability to

Relocate:

Carson City, NV 89706: Relocate before starting work (Required)

Work Location:

In person