Construction Administrative Assistant

Job Description

Job Description

We are seeking a detail-oriented and highly organized Construction Administrative Assistant to support our construction management team. This role is critical in keeping our projects running smoothly by providing comprehensive administrative, project, and financial support. The ideal candidate will be proactive, professional, and able to thrive in a fast-paced, ever-changing environment.

Key Responsibilities

Clerical & Administrative Support

• Answer phones, manage correspondence, and greet visitors

• Maintain organized physical and electronic filing systems

• Prepare reports, meeting minutes, and internal communications

• Handle data entry with accuracy and attention to detail

Project Documentation & Management

• Assist with the preparation and filing of contracts, permits, submittals, and closeout documents

• Track subcontractor and supplier estimates (RFQs)

• Prepare job specifications and coordinate with designers on materials and finishes

• Monitor project schedules, job costs, and milestones

• Manage subcontractor communications and warranty claims

Financial & Accounting Support

• Track, review, and code invoices for timely approval and payment

• Assist with vendor onboarding including insurance and tax documentation

Communication & Coordination

• Serve as a liaison between clients, vendors, subcontractors, and internal teams

• Coordinate schedules for project managers and company leadership

• Support marketing efforts, including soliciting online reviews

Key Qualifications

• Proven experience in an administrative or office support role (construction experience preferred)

• Strong organizational and time management skills

• Excellent verbal and written communication

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

• Ability to multitask and adapt in a fast-paced environment

• Basic understanding of financial processes and invoicing

• High level of professionalism in all interactions

• High school diploma or equivalent required; additional education or certifications a plus