Administrative Coordinator - Construction

Administrative Coordinator - Construction West Orange, NJ Job Details Full-time $24 - $26 an hour 1 day ago Benefits Paid holidays Health insurance Paid time off On-the-job training Qualifications Record keeping Teamwork Microsoft Outlook Phone communication Inventory management Content editing Executive administrative support Bidding project phase Attention to detail Construction document control Data entry Organizational skills Construction administrative experience Clerical experience Request for proposal Managing executive calendars 1 year Excel formulas Associate's degree Working on construction projects Communication skills Adobe Acrobat Entry level File organization Client interaction via phone calls Full Job Description About DrillCo DrillCo, Inc. is an established commercial general contractor based in West Orange, NJ, delivering quality construction across commercial, institutional, and public-sector projects throughout northern New Jersey. We are a close-knit, hands-on team where every person makes an impact. We are seeking an Administrative Coordinator to provide essential support to our executive leadership, estimating team, and project managers. Why This Role This is a great opportunity for someone early in their administrative career who wants to learn the construction industry from the inside. You will work directly with company ownership and experienced project professionals every day, gaining exposure to how commercial construction projects are won, built, and delivered. We will train you on our industry-specific tools and processes—what we need from you is strong organizational skills, reliability, and a willingness to learn.

Responsibilities Administrative Support:

Provide daily administrative support to executive personnel including calendar management, meeting scheduling, and correspondence Answer and direct incoming phone calls; serve as a professional first point of contact for clients, subcontractors, and vendors Prepare, format, proofread, and distribute documents, letters, memos, and reports Manage incoming and outgoing mail, deliveries, and office supply inventory Coordinate meeting logistics, including room setup, agendas, and refreshments Assist principals, estimators, and project managers with daily administrative tasks and special project assignments as directed

Bid & Document Support:

Assist with the bid and proposal process under direction of senior staff: help assemble bid packages, photocopy and organize documents, and confirm checklist items are included Help coordinate subcontractor bid solicitation: send bid invitations via email, track responses in a spreadsheet, and organize received proposals Maintain and update the bid deadline calendar Support contract documentation and filing following successful bids

Organization & Filing:

Assist with the redesign and ongoing management of company filing systems—both digital and physical Maintain organized project files, subcontractor records, insurance certificates, and contract documents Track expiring documents (insurance certificates, licenses) and flag renewals to appropriate staff Perform data entry and record-keeping in company systems as directed

Qualifications Required:

Associate's degree or bachelor's degree (any field) 1-3 years of administrative, office, or clerical experience Proficiency in Microsoft Office Suite (Word, Excel, Outlook) Proficiency in Adobe Acrobat (basic PDF creation and editing) Strong written and verbal communication skills Organized and detail-oriented with the ability to manage multiple tasks Reliable, punctual, and able to work independently with minimal supervision

Preferred:

Bachelor's degree Any exposure to the construction, architecture, engineering, or real estate industries Experience with bid/proposal coordination or RFP assembly in any industry Familiarity with any project management or document management software Intermediate Excel skills (formulas, sorting, filtering, pivot tables) What We Offer Competitive salary: $50,000 - $55,000/year based on experience Health benefits Paid time off and holidays On-the-job training in construction industry tools and processes Direct exposure to company leadership in a collaborative environment Opportunity to grow into a senior administrative or operations support role Schedule Full-time. Monday through Friday. Standard office hours with occasional extended hours during busy bid periods.

Experience Administrative or office support:

1-3 years (required)

Microsoft Office Suite:

2+ years (required) Construction industry experience (preferred, not required)

Job Type:

Full-time Pay:

$50,000.00 - $55,000.00 per year

Pay:

$24.00 - $26.00 per hour

Benefits:

Health insurance

Education:

Associate (Required)

Experience:

Administrative:

1 year (Required)

Microsoft Office:

1 year (Preferred) Ability to

Commute:

West Orange, NJ 07052 (Preferred)

Work Location:

In person