Position Overview: The Administrative Assistant will provide essential support to the management team, contractors, and field staff by handling administrative tasks, maintaining project schedules, managing documentation, and ensuring communication flows seamlessly between clients, vendors, and the internal team. Key Responsibilities:
- Office Management: Maintain an organized and efficient office environment. Order and manage office supplies and construction materials inventory. Ensure that office equipment (printers, computers, etc.) is maintained and in good working order. Handle day-to-day clerical tasks such as filing, faxing, scanning, and organizing paperwork related to construction projects
- Project Coordination: Assist in tracking project timelines, budgets, and milestones. Coordinate meetings and appointments between the project manager, contractors, subcontractors, and clients. Help with scheduling construction crews, equipment, and subcontractors for specific projects. Prepare and maintain accurate records of project change orders, contracts, and estimates
- Client and Vendor Communication: Serve as the point of contact for clients, vendors, and suppliers. Schedule and confirm meetings with clients and subcontractors to discuss project updates and site inspections. Handle inquiries, provide updates, and ensure client satisfaction. Maintain vendor and supplier contact lists, including their pricing, availability, and terms. Assist in coordinating client visits to job sites as necessary
- Documentation and Data Entry: Prepare and process contracts, subcontracts, and other construction-related documents. Assist in the creation and maintenance of project files, ensuring all documentation is up to date and filed appropriately. Help with the preparation and submission of permits and licenses required for construction projects. Manage and track invoices for materials, labor, and services provided by vendors and subcontractors
- Scheduling and Calendar Management: Maintain and update the project schedules, ensuring that key milestones and deadlines are met. Manage the calendars of project managers and other key personnel, coordinating meetings and appointments. Coordinate inspections, permits, and approvals to ensure projects stay on track
- Accounting and Financial Support: Process and track purchase orders, invoices, and expense reports. Help prepare cost estimates and track project expenditures. Assist with basic bookkeeping tasks, including maintaining accurate financial records for ongoing projects. Ensure that financial documentation (such as invoices from vendors) is processed promptly and correctly
- Health & Safety Compliance: Assist in ensuring that all health and safety regulations are followed on job sites. Maintain and organize safety documentation, such as safety protocols, risk assessments, and worker safety training records. Skills and Qualifications: Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Familiarity with construction management software (e.g., Buildertrend, Procore, CoConstruct) is a plus. Ability to create and manage Excel spreadsheets for budgeting, project tracking, and scheduling. Knowledge of basic accounting principles for processing invoices and financial documentation. Soft Skills: Organizational skills: Ability to manage multiple projects simultaneously and meet deadlines. Communication skills: Strong written and verbal communication skills for effective interaction with clients, vendors, and staff. Attention to detail: Ensuring that all documentation, schedules, and financial records are accurate. Problem-solving: Ability to anticipate issues before they arise and resolve them efficiently. Customer service: Friendly and professional demeanor in dealing with clients and vendors
