Project Administrator / Office Assistant

Position Summary

The Project Administrator / Office Assistant supports both project coordination and general office operations. This role ensures seamless communication, accurate documentation, and smooth day-to-day operations while representing Deluxe as the first point of contact for clients, vendors, and visitors.

Key Responsibilities

• Support and coordinate project operations related to scope of work, drawings, details, and materials.
• Assist with ordering materials, tracking deliveries, and coordinating with vendors, suppliers, and field teams.
• Manage and maintain permits, warranties, submittals, and other project documentation.
• Prepare and submit certified payroll reports, project updates, and correspondence.
• Maintain scheduling and calendars for meetings, job walks, and inspections; follow up daily with staff to confirm task completion.
• Answer incoming calls, emails, and office inquiries in a professional, courteous manner.
• Greet visitors and serve as the front-facing representative of the company.
• Maintain and organize office records, project files, and administrative documents.
• Provide ad-hoc support to the estimating and operations teams, including document preparation, data entry, and vendor coordination.
• Communicate regularly with project managers, superintendents, engineers, and clients to ensure alignment on project needs and deadlines.

Requirements

• Extremely organized and detail-oriented, able to manage multiple priorities and stay on top of daily follow-ups.
• Excellent written and verbal communication skills with a professional demeanor.
• Proficiency in Microsoft Outlook, Excel, and Word (required).
• Comfortable managing emails, calls, and in-person communication with clients and vendors.
• Reliable and punctual – daily in-office attendance is required.
• Ability to work both independently and collaboratively in a team environment.
• Prior experience in construction administration, estimating support, or project coordination preferred but not required.
• Familiarity with construction documents and terminology is a plus.

Compensation & Schedule

• Pay: $20–$25 per hour, based on experience.
• Schedule: Full-time, in-office, Monday–Friday, 8:00 AM – 5:00 PM. (Friday Remote Work Opportunity) 

What We Offer

• Hands-on training and mentorship, with a clear path toward Project Management.
• Opportunity to work directly with experienced project managers, estimators, and field leaders.
• Supportive and professional environment focused on teamwork, growth, and accountability.
• Paid Time Off (PTO) and Paid Holidays.
• Regular performance reviews with potential for pay increases.

Deluxe Waterproofing & Caulking, Inc. is an Equal Opportunity Employer.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.