Construction Administrative Assistant

Job Overview We are seeking a detail-oriented and organized Construction Administrative Assistant to support our project management team and keep our office operations running smoothly. In this role, you will bridge the gap between the field crew, subcontractors, and management. You will handle vital industry documentation, track project costs, and manage correspondence. To excel, you must have a baseline understanding of how construction projects flow from bid to completion.

Key Responsibilities Document Control:

Process and track industry documents including submittals, change orders, purchase orders, RFIs, and contracts.

Compliance Management:

Collect, verify, and maintain up-to-date certificates of insurance (COIs) and W-9 forms from subcontractors.

Financial Tracking:

Match, code, and log incoming vendor invoices and track lien waivers for active projects.

Schedule Coordination:

Maintain the preconstruction, estimating, and project milestone calendars.

Communication Link:

Serve as the primary point of contact for vendor inquiries, subcontractor calls, and client messages.

General Administration:

Order office supplies, organize digital and physical project blueprints, and draft meeting minutes.

Required Qualifications Industry Experience:

Minimum of 1 year of direct administrative experience working for a general contractor, subcontractor, or construction management company (Non-Negotiable).

Software Proficiency:

Hands-on experience with construction management software (e.g., Procore, Contractor Foreman, Acumatica, TimberScan) is highly preferred.

Office Skills:

Advanced proficiency in Microsoft Office Suite, specifically tracking data in Excel and formatting text in Word.

Document Literacy:

Proven ability to read, interpret, and correctly file construction paperwork like bids, permits, and vendor agreements.

Core Competencies Extreme Organization:

Ability to prioritize conflicting project deadlines and manage high volumes of paperwork without losing track of details.

Clear Communication:

Professional verbal and written skills to confidently speak with subcontractors, field workers, and corporate executives.

Proactive Problem Solving:

A self-starter mentality who can anticipate project administrative needs before they bottleneck field production.

Pay:

$24.18 - $30.00 per hour People with a criminal record are encouraged to apply

Experience:

Construction Administrative Assistant:

1 year (Required)

Work Location:

In person