Administrative Assistant

Westmoreland County General Contractor is seeking an organized, detail-oriented, and dependable Administrative Assistant to join our team. This position plays an important role in supporting our Project Managers, field personnel, and company leadership while helping ensure that our construction projects and day-to-day office operations run efficiently.

The ideal candidate is highly organized, comfortable managing multiple priorities, and able to communicate professionally with clients, subcontractors, architects, vendors, and other members of the project team. Previous experience in the construction industry or a project-based office environment is strongly preferred.

Key Responsibilities

Project & Construction Administration

• Assist Project Managers and company leadership with day-to-day administrative and project-related needs.
• Set up new projects, including assigning job numbers, establishing electronic project files, and maintaining project information.
• Maintain organized electronic and hard-copy project filing systems.
• Assist with bid preparation and project bidding documentation.
• Review bid documents for pertinent administrative information, required forms, bid dates, and pre-bid meeting information.
• Maintain bid calendars and assist with subcontractor bid lists and contact information.
• Prepare and distribute Invitations to Bid to subcontractors.
• Assist with preparation, tracking, and distribution of project RFIs and pre-bid RFIs.
• Assist with preparation and distribution of proposals and other bidding documents.
• Prepare Letters of Intent and Purchase Orders as directed by Project Managers.
• Assist with subcontract agreements and related project documentation.
• Prepare and maintain project directories, distribution lists, emergency contact lists, and project logs.
• Prepare project and superintendent binders and maintain required project documentation.
• Assist with processing and tracking project submittals.
• Assist with Requests for Change (RFCs), owner change orders, and subcontractor change orders.
• Enter and maintain applicable subcontract and purchase order information in construction software program.
• Maintain company subcontractor/vendor master lists and project logs.
• Print and organize construction drawings, specifications, and other project documents as needed.

General Administrative Support

• Provide administrative support to directors, Project Managers, and other managerial staff.
• Prepare, edit, and format correspondence, reports, contracts, proposals, spreadsheets, and emails.
• Answer and direct incoming telephone calls and respond professionally to general inquiries from clients, subcontractors, and vendors.
• Open, sort, and distribute incoming correspondence.
• Perform data entry, scanning, copying, filing, and general document management.
• Schedule and coordinate meetings and appointments as needed.
• Maintain office supplies and assist with general office organization.
• Perform occasional company errands, including trips to the post office and office supply stores.
• Assist in resolving day-to-day administrative issues and perform additional duties as assigned.

Qualifications

• Previous administrative experience required; experience in commercial construction or a related industry is strongly preferred.
• Proficiency in Microsoft Word, Excel, and Outlook required.
• Experience with construction accounting/project management software is a plus.
• Familiarity with construction documents such as RFIs, submittals, change orders, purchase orders, subcontracts, and AIA documents is preferred.
• Strong written and verbal communication skills.
• Exceptional organizational skills and attention to detail.
• Ability to prioritize multiple projects, deadlines, and requests in a fast-paced environment.
• Strong problem-solving and follow-through skills.
• Ability to work independently while also collaborating with Project Managers, field personnel, and company leadership.
• Professional demeanor when communicating with clients, subcontractors, architects, vendors, and other project partners.
• Comfortable learning and following established company procedures and document-management systems.
• Knowledge of standard office equipment.
• Valid driver's license and reliable transportation required.

What We're Looking For

We are looking for someone who takes ownership of their responsibilities, pays close attention to details, and understands the importance of timely follow-through. This position interacts with nearly every aspect of our projects, so the successful candidate must be comfortable shifting between priorities while keeping documents, deadlines, and communication organized.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person